I have mutiple vouchers showing on the Prepare TRACS File"I continue to have multiple vouchers showing on the Prepare TRACS file

When vouchers are submitted to HUD and you receive your check back from HUD you need to go and mark the Voucher as being paid.  When you mark the voucher as paid, the voucher will then be removed from the Prepare TRACS File. 

I continue to have multiple vouchers showing on the Prepare TRACS File.

A.  When vouchers are submitted to HUD and you receive your check back from HUD, you need to go and mark the Voucher as being paid.  When you mark the voucher as paid, the voucher will then be removed from the prepare TRACS File.

How do I Mark the Voucher as Paid?

A.  To mark a voucher as paid, follow the steps below.

Click on HUD – TRACS – Utilities – View Transmission Log

Click on the Voucher Log button to have the vouchers displayed. 

Click on the voucher you would like to mark as paid, and then click the View Button.

Check the box here and then click OK.  After you have marked them all as Paid, click the Done button. 

Termination of Assistance

If a tenant does not recertify or the person is now over income you must submit a cert to HUD for Termination of Assistance. 

Step 1       Select the tenant from the tenant list and double click on the tenants name.  Then click the Enter HUD Recert Button

Step 2       Select Assistance Termination as the Certification type and the reason for Subisy. You need to be careful with the effective date – if this is a termination because the tenant did not recertify then the effective date should really stay the same as it was at the last recert date, however the voucher date will  change so that it will be submitted to TRACS. 

Step 3       Click Next until you get to the last screen and resave the cert. 
 

How do I resubmit a HUD Voucher?

A.  Click on HUD – TRACS – Prepare TRACS File – Uncheck the Hold this voucher box, input the Voucher ID number that you received back from TRACS so that when you send it, it will match up with the current voucher submitted and be marked as a correction.  Then you should be able to resend the voucher.

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How do I delete a HUD Cert?

A.  Click on HUD – Certifications – Find the tenant you would like to delete the cert for and click the delete button.    Make sure you have the correct cert, because once it is deleted, you can’t get it back.

How do I resend a Single Cert to TRACS?

A.  Double click on the person you need to resend from the Tenant List.  Click on the Cert you would like to resend   and then click View Selected Cert. 

Click the Signatures & Options button the left side of the screen.

Then select Yes that you would like to sent this cert to TRACS and click Save.  The next time you go into prepare your TRACS file it will be there waiting to be sent. 

I need to resubmit a Move Out to TRACS and/or Change the Move out date or Reason.

Occasionally you may need to resend a move out or change the reason a tenant moved out of the property.  You can do that by following the steps below:

Click on HUD – TRACS – Utilities – Resend a Move Out

Double click on the tenant you would like to edit and resend. 

Gross Rent Change

Before performing the steps listed below you must:

Backup your database prior to performing the rent increase!

Add New HUD Rents

The Rent increase will create a new cert with the same effective date, but a different transaction date, the program will also create a new occupancy period (lease) for the tenant.

Step 1       Select HUD Rents from the down arrow key between Property and Building.

Result:       The Unit types display.

Step 2       Click the first unit type in the list and click Next.

Result:       The HUD Rents Display.

Step 3       Click the New button and enter the Effective Date and the new Contract Rent Amount and the Market Rent amount, then click Save.

The effective date needs to be the day the rent increase will take effect.

Step 4       Click the back button and then select the next Unit type in the list and click Next.  Input the rents for any other Unit Types and then click Save.  

Utility Allowances Increase

Step 1       Click the black arrow to the right of the Property button.

Step 2       Select Utility Allowances.

Step 3       Click the Add button.

Do not edit the existing utility allowances!  Any time there is a change in the utility allowance; always add a new utility allowance.

Step 4       Click the down arrow next to Name/Source and select the name of the utility allowance you will increase.

Make sure you select the Utility Name from the drop down, do not re-type the name!

Step 5       Enter the new effective date in the Effective Date field and press Tab.

Step 6       Enter the name of the person responsible for approving the utility allowance in the Approved By field.

Step 7       Click the Add button.

Result:       The Add/Edit Utility Allowances window displays.

Step 8       Select Total from the list of utility uses by clicking the down arrow to the right of the field Utility Use.  Do not itemize the utility allowances!  Press Tab to move to the next field.

Step 9       Enter the amount of the utility allowance.  You will only enter an amount in one field.  For example, if you are setting up utility allowances for unit types S1, small one-bedroom units, the only field you will enter an amount in is the 1BR field as the other fields are not applicable.

Result:       Your Add/Edit Utility Allowances window should look similar to the one shown in the example below.

Step 10     Click the OK button to save and close the window.

Result:       The Utility Allowance window displays as shown in the example below.

Step 11     Click the OK button to save and close the window and return to the Property window

Rent Increase Across The Board

Step 1       Select HUD – Gross Rent Change from the menu bar.

Step 2       Select the date the new rent/utility allowances take effect by clicking the down arrow to the right of current date to display a calendar.  Based on the date you input, the voucher date will be displayed. Make sure the voucher date is also correct.

Step 3       Click the Apply Rents button.

                Result:       A blue bar displays showing the status.

Step 4       When the rent/utility allowances have been updated, the Update Complete message displays.

Step 5       Click the OK button.

Result:       The cert is update with the new rent and utility allowance. A new lease is created with a new begin date. The begin date will be the same date as the rent increase effective date.

I moved a tenant out by mistake, how can I correct it?