HUD Handbook 4350.3 § 9-9
Documentation to Demonstrate Owners Compliance with Use of the Income (HUD Occupancy Handbook 4350.3 REV-1 CHG-4)
HUD guidance — not codified law
In Force
Verified 9/24/2026 · Next check 10/1/2026
effective 9/24/2026FederalSection 8 HCVOperative Text
HUD Handbook 4350.3 § 9-9
Report
The following documentation is required to be in the tenant file to demonstrate the
owner’s compliance with mandated use of EIV as the third party source to verify tenant
employment and income information.
A. No Dispute of EIV Information: EIV Income Report, current acceptable tenant-
provided documentation and, if necessary (as determined by the owner), third
party verification from the source.
B. Disputed EIV Information: EIV Income Report and third party verification from
the source for disputed information.
C. Tenant-reported Income Not Verified through the EIV System: EIV Income
Report, current acceptable tenant-provided documents or third party verification
from the source.
See Paragraph 9-11 and Exhibit 9-5, Use of EIV Reports, for documentation
requirements for all EIV reports.
HUD Multifamily Occupancy Handbook 9-7 8/13
Chapter 9: Enterprise Income Verification (EIV)
9-10 Independent Third Party Verification
A. Owners must request and obtain independent third party verification directly from
the source which is used to complement EIV data when the below occurs. In
these situations, the owner must not use tenant-provided documentation even if
generated from a third-party source.
1. The tenant is unable to provide acceptable and current employment
and/or income documentation to support the wage and unemployment
income in EIV;
2. The tenant disputes the EIV income information;
3. There is an EIV income discrepancy reported at the time of recertification
(annual or interim) or at other times as specified in the owner’s policies
and procedures;
4. There is incomplete EIV employment or income data for a tenant and the
owner needs additional information. Examples of additional information
include but are not limited to:
(a) Effective date of income (i.e. employment, unemployment
compensation or Social Security benefits).
(b) For new employment: pay rate, number of hours worked per
week, pay frequency, hire date (not required to be reported to
state so it may not be in EIV), etc. (See Exhibit 9-6 for data
elements that are optional for employers to report to the state.)
(c) There is no EIV employment or income data for a tenant.
See Chapter 5, Paragraph 5-13 for information on acceptable verification
methods.
B. When the owner is unable to obtain third party verification, e.g., the third party
does not respond, the tenant file must be documented why third party verification
was not available. (See Chapter 5, Paragraph 5-18 for documentation
requirements.)
C. The owner may accept self-declaration from the tenant only if third party
verification cannot be verified by another acceptable verification method. (See
chapter 5, Paragraph 5-13.B for certification requirements.)
D. Owners always have the discretion to obtain additional third party verification of
income or verification of other EIV data based on circumstances encountered
during the recertification process.
HUD Multifamily Occupancy Handbook 9-8 8/13
Chapter 9: Enterprise Income Verification (EIV)
9-11 EIV Income Reports
When selecting the Income Report for an individual tenant, either from the list of tenants
for a particular project and/or contract or by querying by the head of household’s SSN,
there are three reports that the owner must use at the time of recertification. The reports
can be accessed by clicking on the tab for a particular report.
A. Summary Report
This report is a summary of information taken from the current, active
certifications contained in the TRACS file at the time of the income match. It also
provides the Identity Verification Status for each household member.
1. Identity Verification Status
There are four verification statuses identified:
Verified – personal identifiers (last name, DOB and SSN) match the SSA
database
Failed – personal identifiers do not match the SSA database
Not Verified – personal identifiers have not yet been sent to SSA for
validation or validation is in process by SSA
Deceased – SSA’s records indicate the person is deceased
2. Owners must use this report:
a. At the time of recertification to review and resolve the status of
any household member(s) with a “failed” or “deceased” status.
NOTE: Owners do not have to do anything at the time of
recertification when the status is “Not Verified”. However, the
owner must check the Failed SSA Identity Test report monthly as
changes in the Identity Verification Status for these tenants may
occur.
b. As verification that a tenant’s SSN has been “Verified” by SSA as
being a valid SSN.
3. Owners must retain in the tenant file:
a. The Summary Report(s) as verification of the SSN for all
household members whose Identity Verification Status is
“Verified”.
b. If the Summary Report in the tenant file shows an Identity
Verification Status of “Verified” for all household members
HUD Multifamily Occupancy Handbook 9-9 8/13
Chapter 9: Enterprise Income Verification (EIV)
required to have a SSN, the owner does not have to continue to
print out the Summary Report at recertification unless there is a
change in household composition or in a household member’s
identity verification status.
NOTE: To minimize the risk of exposing a tenant’s SSN, owners
may remove and destroy, at the time of recertification, copies of
verification documentation received from the tenant at the time of
disclosure of their SSN once the Identity Verification Status shows
“Verified”. Owners are encouraged to minimize the number of
tenant records that contain documents that display the full nine-
digit SSN. Owners must not include the full nine-digit SSN for a
tenant in emails or other electronic communications.
See Chapter 3, Paragraph 3-9 for SSN disclosure and verification
requirements.
c. Any correspondence or documentation received to resolve the
“Failed” or “Deceased” status.
d. Documentation for household members not required to disclose
and provide verification of a SSN:
Exempt from SSN disclosure and verification requirements:
Tenants who were 62 years of age or older as of January
31, 2010, and whose initial determination of eligibility was
begun before January 31, 2010, and
Individuals who do not contend eligible immigration status.
These individuals will continue to have a TRACS generated
identification number in the SSN field. No employment or income
information will be provided in EIV for these individuals, therefore,
third party verification from the income source will have to be
obtained.
See Paragraph 9-12 for information on resolving data for tenants
with the “failed” or “deceased” Identity Verification Status.
B. Income Report
Owners must use the Income Report at the time of recertification (annual and
interim) of family composition and income and at other times as indicated in their
policies and procedures.
The Income Report:
Provides employment and income information reported in the NDNH and
SSA databases for all household members who passed the SSA identity
HUD Multifamily Occupancy Handbook 9-10 8/13
Chapter 9: Enterprise Income Verification (EIV)
test, and
Identifies household members who may be receiving multiple subsidies
by displaying the following message:
“This member may be receiving multiple subsidies. See the Multiple
Subsidy Report for details.”
1. Components of the Income Report
The Income Report provides a variety of information about each member
of a household. The components of the report are:
a. TRACS certification information and tenant personal identifiers
b. Employment information
c. Quarterly wages
d. Quarterly unemployment benefits
e. Social Security benefits (SS)
f. Dual Entitlement benefits
g. Medicare data
h. Supplemental Security Income (SSI)
i. SSA disability status
See Exhibit 9-3, EIV Income Report Information, for the types of
information contained in each of the components of the report.
2. The Income Report does not include other income the household may
receive such as welfare benefits, most pensions, child support, etc. It
should also be noted that a tenant may have wages that the employer did
not report to the State Workforce Agency (SWA), therefore, not contained
in the NDNH database.
See Chapter 5, Paragraph 5-6 for the elements of annual income and
Exhibit 5-1 for Income Inclusions and Exclusions.
3. NDNH (New Hires (W-4), Wage and Unemployment Compensation)
a. Owners must use the Income Report identifying the NDNH
employment, wage and unemployment income information in the
EIV system as third party verification of the tenant’s employment
and/or unemployment. The owner must not use the quarterly
income reported in the EIV system to calculate the tenant’s
income.
HUD Multifamily Occupancy Handbook 9-11 8/13
Chapter 9: Enterprise Income Verification (EIV)
b. The owner must confirm with the tenant that the employment
and/or unemployment information in EIV is correct. If the tenant
confirms that the employment and/or unemployment information in
the EIV system is correct, the owner must:
(1) Print the Income Report and use the report as third party
verification of the tenant’s employment and/or
unemployment.
(2) Request the tenant provide documentation, e.g., four
current, consecutive check stubs, which will support his/her
current income being received.
(3) Use the tenant provided documentation for determining the
tenant’s income unless additional information is needed or
the owner has reason to reject the tenant provided
documentation. In these instances, third party verification
must be obtained from the income source. (See Chapter
5, Paragraph 5-13 for guidance on tenant provided
documents.)
(4) Annualize the tenant’s income using the current income
projected forward for the next 12 months. (See Chapter 5,
Section 1 for instructions on calculating income.)
(5) Make copies of any tenant provided documents for the
tenant file and return the originals to the tenant.
(6) Retain the Income Report and supporting documentation
in the tenant file along with the applicable form HUD-
50059.
c. If the tenant disputes the employment, wage or unemployment
information in the EIV system or when the tenant reports he/she is
employed or receiving unemployment but there is no information
in EIV, the owner must obtain third party verification from the
employer or SWA.
NOTE: See Chapter 5, Paragraph 5-5.A for calculating income using the
EIV system.
4. Social Security Benefits
a. Owners must use the Income Report identifying the SSA benefit
information in the EIV system as third party verification of the
tenant’s receipt of SS benefits and to calculate the tenant’s
income. A copy of the SSA award or benefit letter or Proof of
HUD Multifamily Occupancy Handbook 9-12 8/13
Chapter 9: Enterprise Income Verification (EIV)
Income Letter is not required unless the tenant disputes the SSA
information in the EIV system.
b. The owner must confirm with the tenant that the SSA benefit
information in the EIV system is correct. If the tenant confirms
that the SSA information in the EIV system is correct, the owner
must:
(1) Print the Income Report and use the report as third party
verification of the tenant’s SSA benefits.
(2) Annualize the tenant’s income using the monthly gross
benefit amount projected forward for the next 12 months.
(See Chapter 5 for instructions on calculating income.)
NOTE: See Chapter 5, Paragraph 5-6.O for calculating
the income for Intermediate Care Facility/Mentally
Retarded (ICF/MR) or Intermediate Care
Facility/Developmentally Disabled (ICF/DD) and Assisted
Living Units in Elderly Projects and Paragraph 5-6.J for
Adjustments to Prior Overpayments of Benefits
(3) Include the Medicare premium in the medical expense
deduction calculation if the premium is being paid by the
tenant. (See d below if the Medicare premium is not being
paid by the tenant.)
(4) Retain the Income Report in the tenant file along with the
applicable form HUD-50059.
c. If the tenant disputes the SSA information in the EIV system or
when the tenant reports he/she is receiving SSA benefits but there
is no SSA information in the EIV system, the owner must obtain
third party verification by requesting the tenant provide a copy of
their benefit or award letter or Proof of Income Letter, dated within
the last 120 days from the date of receipt by the owner. If the
tenant does not have a current letter from SSA, the owner should
ask the tenant to request benefit information from SSA using
SSA’s website or using SSA’s toll-free number.
NOTE: See Chapter 5, Paragraph 5-5.A for calculating income using the
EIV system.
d. When the Medicare premium is being paid by the tenant, the
premium is included as a medical expense. If the Medicare
Premium is being paid by the tenant, the amount of the premium
is listed under “Premium” and an “N” is in the “Buy-in” column of
the Medicare Data section of the Income Report.
HUD Multifamily Occupancy Handbook 9-13 8/13
Chapter 9: Enterprise Income Verification (EIV)
Premium Buy-in Buy-in Start Buy-in Stop
Hospital Insurance $0.00 N Not Available Not Available
Supp. Med. Insurance $110.50 N Not Available Not Available
e. When the Medicare premium is not being paid by the tenant but is
being paid by the state or another entity, there should be a “Y” in
the buy-in column and the date when the third party started paying
the tenant’s Medicare premium in the “Buy-in Start” column of the
Medicare Data section of the Income Report.
Premium Buy-in Buy-in Start Buy-in Stop
Hospital Insurance $0.00 N Not Available Not Available
Supp. Med. Insurance $110.50 Y 10/10/09 Not Available
f. When the state or other entity no longer pays the tenant’s
Medicare premium, there should be a date in the “Buy-in Stop”
column of the Medicare Data section of the Income Report.
Premium Buy-in Buy-in Start Buy-in Stop
Hospital Insurance $0.00 N Not Available Not Available
Supp. Med. Insurance $110.50 Y 10/10/09 03/01/10
NOTE: The “Y” indicator and dates in the Buy-in column is
information received from SSA and is not always accurate. If the
tenant disputes the EIV data and can provide current
documentation as verification to support they are paying the
Medicare premium themselves, then the tenant file must be
documented with this additional information and the owner can
include the Medicare premium in the tenant’s medical expense
deduction.
g. While the SSA provides information on Medicare premiums, it
does not provide as part of the computer matching, information on
additional deductions such as Medicare Part D (prescription
drugs) premiums or garnishments. Therefore, the owner will need
to request that tenants disclose any deductions they may have
from their SSA benefits. For example, if the tenant is paying
his/her Medicare premium and the difference between the gross
and the net SSA benefits exceeds the amount of the Medicare
premium, the owner must discuss this with the tenant to determine
any deductions that may impact the tenant’s income or allowable
HUD Multifamily Occupancy Handbook 9-14 8/13
Chapter 9: Enterprise Income Verification (EIV)
expenses, e.g., Medicare Part D (prescription drugs) premiums
are an allowable medical expense.
h. The SSA Disability Status is not always accurate, therefore, the
owner must not use this status indicator for determining an
applicant’s or tenant’s eligibility as disabled for a HUD program or
for receiving the elderly/disabled household allowance.
5. New Admissions
For all new admissions, including Initial Certifications (IC), the owner
must:
a. Review the Income Report within 90 days after transmission of the
move-in certification to TRACS to confirm/validate the income
reported by the household.
b. Resolve any income discrepancies with the household within 30
days of the Income Report date.
c. Print and retain the Income Report in the tenant file along with any
documentation received to resolve income discrepancies, if
applicable.
6. Applicants
The EIV system only contains employment and income information for
tenants. Therefore, owners must request third party verification from the
income source for determining an applicant’s income for eligibility and
rent calculation purposes.
C. Income Discrepancy Report
1. The Income Discrepancy Report identifies households where there is a
difference of $2,400 or more annually in the wages, unemployment
compensation and/or Social Security benefit income reported by NDNH
and SSA and the wages, unemployment compensation and/or Social
Security benefit income reported in TRACS for the period of income (POI)
used for the discrepancy analysis.
The report identifies tenants whose income may have been under- or
over-reported. Negative numbers on the report represent potential tenant
under reporting of income while a positive number represents a potential
decrease in a tenant’s income. In either case, the owner must investigate
all discrepancies identified to determine whether or not they are valid.
The definition of improper payments includes payments for the incorrect
amount, both overpayments and underpayments. (See the Glossary for
the definition of improper payments. Also, see Exhibit 9-7, Income
Discrepancy Report, for a description of the POI used for discrepancy
HUD Multifamily Occupancy Handbook 9-15 8/13
Chapter 9: Enterprise Income Verification (EIV)
analysis.)
NOTE: Wage, unemployment and Social Security income in TRACS
includes:
TRACS
Income Code Type of Income
B Business
F Federal Wage
M Military Pay
W Nonfederal Wage
U Unemployment
SS Social Security
Supplemental Security
SSI
Income
NOTE: Other income the household receives, e.g., welfare benefits,
most pensions, child support, etc., may be reported in annual income in
TRACS but it is not used for the discrepancy analysis in the EIV system.
2. The Income Discrepancy Report is a tool to alert owners that there may
be a discrepancy in the income reported by the tenant during the POI
used for the discrepancy analysis. The owner must investigate all
discrepancies identified on the report to determine whether or not the
discrepancy is valid. The owner is not expected to reconcile dollar
amounts to the penny when resolving discrepancies.
3. Owners must:
a. Print the Income Discrepancy Report at the same time they print
the Income Report.
NOTE: It is important that the Income Discrepancy Report be
printed at the same time as the Income Report as each week a
completely new report is generated based on the current
information in the system for a tenant. The old report is over-
written with the current data.
b. Review and resolve any discrepancies in income reported on the
Income Discrepancy Report with the family at the time of
recertification or within 30 days of the EIV Income Report date.
Any unreporting, underreporting or over-reporting of income by the
tenant and reported on current or historical forms HUD-50059
must be identified. (See Chapter 8, Paragraphs 8-18 and 8-19 for
the procedures for addressing discrepancies, errors and fraud.)
HUD Multifamily Occupancy Handbook 9-16 8/13
Chapter 9: Enterprise Income Verification (EIV)
c. Retain the Income Discrepancy Report along with detailed
information on the resolution of the reported discrepancy in the
tenant file. This includes information on resolution of the
discrepancy regardless of whether the discrepancy was found to
be valid or invalid.
d. Make sure the information in TRACS agrees with the information
on the form HUD-50059 in the tenant file. If it is determined that
the information in TRACS differs from the information found on the
tenant’s current HUD-50059, retransmit the current HUD-50059 to
correct the TRACS database. This is important since the income
discrepancies reported in the EIV system are determined by
comparing the wage, unemployment and Social Security benefits
income reported by NDNH and/or SSA with the wage,
unemployment and Social Security benefits income reported by
the household and transmitted to TRACS.
Example 1: Valid3.discrepancy
Discrepancy Examples.
The EIV Income Discrepancy Report shows the tenant had Reported Annual Wages and Benefits during the
period of income used for the discrepancy analysis. However, there are no Projected Annual Wages or
Benefits reported on the form HUD-50059. The owner must investigate this to determine if the tenant did not
report his/her income at the time of recertification. If the tenant did not report his/her income, this would be a
valid discrepancy. The owner must obtain third party verification of the tenant’s income, process corrected
form HUD-50059(s) to include any unreported or underreported income, notify tenant of funds due and their
obligation to reimburse the owner, collect funds due from tenant and/or enter into a repayment agreement
and reimburse HUD for funds collected from the tenant less the amount retained for pursuing collection. If
not a valid discrepancy, the owner will document the file with the results of the investigation supporting this
determination.
Projected Annual Wages and Benefits from Form HUD-50059: $0
Period Of Income for Discrepancy Analysis 06/01/2008 - 05/31/2009
Discrepancy Analysis Actuals Annualized Last Quarter
Reported Annual Wages and Benefits from EIV Data: $22,018.70 $19,518.57
Amount of Annual Income Discrepancy: ($22,018.70) ($19,518.57)
Amount of Monthly Income Discrepancy: ($1,834.89) ($1,626.55)
Percentage of Income Discrepancy: (100%) (100%)
HUD Multifamily Occupancy Handbook 9-17 8/13
Chapter 9: Enterprise Income Verification (EIV)
Example 2: Valid discrepancy
The EIV Income Discrepancy Report shows that the tenant had Reported Annual Wages and Benefits during
the period of income used for the discrepancy analysis of $15,957.03 actual and $17,210.18 annualized.
The Projected Annual Wages reported on the form HUD-50059 are $14,472.00. The annualized last quarter
income exceeds the $2,400 discrepancy threshold ($17,210.18-$14,472.00 = $2,738.18). The owner must
investigate this to determine if the tenant should have reported a cumulative increase of $200 per month
($2,400 annually) or more in the household’s income. If the tenant should have reported the increase in
income as required by his/her lease, this would be a valid discrepancy. If valid, the owner would obtain third
party verification, process an interim recertification in accordance with Chapter 7, Paragraph 7-13.D of
Handbook 4350.3 REV-1, notify tenant of funds due and their obligation to reimburse the owner, collect
funds due from tenant and/or enter into a repayment agreement and reimburse HUD for funds collected from
the tenant less amount retained for pursuing collection. If not a valid discrepancy, the owner will document
the file with the results of the investigation supporting this determination.
Projected Annual Wages and Benefits from Form HUD-50059: $14,472.00
Period Of Income for Discrepancy Analysis 06/01/2008 - 05/31/2009
Discrepancy Analysis Actuals Annualized Last Quarter
Reported Annual Wages and Benefits from EIV Data: $15,957.03 $17,210.18
Amount of Annual Income Discrepancy: ($1,485.03) ($2,738.18)
Amount of Monthly Income Discrepancy: ($123.75) ($228.18)
Percentage of Income Discrepancy: 9.31% 15.910000%
.
Example 3: Invalid discrepancy
The EIV Income Discrepancy Report shows that the tenant had Reported Annual Wages and Benefits during
the period of income used for the discrepancy analysis. However, there are no Reported Annual Wages or
Benefits on the form HUD-50059 for the same period of time. The form HUD-50059 used in the discrepancy
analysis was the tenant’s move-in form HUD-50059. The owner must investigate this discrepancy to
determine if the tenant accurately reported his/her income at the time of move-in. If verification is received
that the tenant was not working at the time of move-in and the wages reported on the EIV Income Report
were earned prior to move-in, this would be an invalid discrepancy. No action is required of the owner
except to document the tenant’s file of the findings as a result of the investigation.
Projected Annual Wages and Benefits from Form HUD-50059: $0
Period Of Income for Discrepancy Analysis 06/01/2008 - 05/31/2009
Discrepancy Analysis Actuals Annualized Last Quarter
Reported Annual Wages and Benefits from EIV Data: $10,341.38 $7,507.72
Amount of Annual Income Discrepancy: ($10,341.38) ($7,507.72)
Amount of Monthly Income Discrepancy: ($861.78) ($625.64)
Percentage of Income Discrepancy: (100%) (100%)
HUD Multifamily Occupancy Handbook 9-18 8/13
Chapter 9: Enterprise Income Verification (EIV)
D. Other EIV Income Reports
The EIV system contains the following stand-alone income reports. Owners
must use these reports as discussed below and at times as established in their
policies and procedures. Owners must retain a “Master” file that contains a copy
of the report and documentation and/or notations as indicated in the report
discussions below.
Caution: Any detail reports retained in a tenant’s file must only contain
information for members of that tenant’s household. Many of the reports do not
have page breaks between households; therefore, owners will need to separate
the reports by household by cutting the reports apart until page breaks are
inserted in the EIV system.
1. Additional Income Reports
There are three additional income reports that owner must use: the No
Income Reported on 50059, the No Income Reported by HHS or SSA,
and the New Hires Report. These reports are accessed from the Monthly
Summary Report when querying by project number and/or contract
number. Additionally, the New Hires Report can be found in the EIV
system as a Verification Report. If the report is underlined, this indicates
that the report is an active link. Just click on the report name to obtain
data about households identified where no income was reported or where
a household member is reported as having new employment.
a. No Income Reported on 50059
This report is a tool for owners to use to identify tenants who
passed the identity match against SSA’s records but have zero
income represented in the TRACS system.
(1) Owners must use this report only as identified and
described in their policies and procedures. When running
the report, the owner must select the recertification month
“All”.
(2) Owners are not required to retain copies of this report
NOTE: It is recommended that owners have a policy to re-verify
the status of tenants reporting zero income at least quarterly. As
part of the procedures for implementing the policy, the owner must
use the EIV Income Report to determine if the tenant or any family
members have income reported by HHS or SSA.
b. No Income Reported by HHS or SSA
This report is a tool for owners to use to identify tenants who
passed the SSA identity test but no employment or income
information was received from the match against either the SSA or
NDNH records.
HUD Multifamily Occupancy Handbook 9-19 8/13
Chapter 9: Enterprise Income Verification (EIV)
(1) Owners must use this report as identified and described in
their policies and procedures. When running the report,
the owner must select recertification month “All”.
(2) Because no income was reported as a result of the match
against SSA and NDNH records does not mean that the
tenant(s) does not have income.
(3) Owners must make sure when they interview the tenants
at the time of recertification that the right questions are
asked so that the tenants are given the opportunity to
disclose any income they receive.
(4) Owners are not required to retain copies of this report.
NOTE: It is recommended that owners have a policy to re-verify
the status of tenants reporting zero income at least quarterly. As
part of the procedures for implementing the policy, the owner must
use the EIV Income Report to determine if the tenant, or any
family members, has income reported by HHS or SSA.
c. New Hires Report
This report identifies tenants who have started new jobs within the
last six months. The information in this report is updated monthly.
The New Hires Report can also be found in the EIV system as a
Verification Report.
(1) Owners must use this report at least quarterly to determine
if any of their tenants have started new employment
whereby the tenant has not reported a change in income to
the owner between recertifications and/or the new
employment was not reported at the time of recertification.
When running the report, the owner must select
recertification month “All”.
(2) Because tenants participating in one of Multifamily
Housing’s rental assistance programs are required to
report changes in income when the household’s income
cumulatively increases by $200 or more per month, owners
must reach out to their tenants to report the income
changes so that rent adjustments can be made in a timely
manner, thus eliminating/reducing the amount of
retroactive rent repayments. (See Chapter 7, Paragraph 7-
12.B.)
(3) Owners must:
HUD Multifamily Occupancy Handbook 9-20 8/13
Chapter 9: Enterprise Income Verification (EIV)
(a) Contact the tenant regarding his/her new
employment.
(b) Confirm with the tenant that they have a new job
and that the employment information in the EIV
system is correct. If the tenant agrees that the
employment information in the EIV system is
correct, request the tenant provide documents, e.g.,
four current, consecutive pay stubs, employment
confirmation letter specifying rate of pay, number of
hours worked each week, pay frequency, etc., for
use in determining the tenant’s income or, if
necessary, request third party verification from the
employer.
If the tenant disputes the information in the EIV
system, the owner must obtain third party
verification from the employer.
(c) Process a recertification in accordance with
program requirements that includes the
employment income.
(d) Retain a copy of the report in a master “New Hires
Report” file along with notations as to the outcome
of the contact with the tenant (e.g., J. Jones –
interim recertification processed to include income
from new employment). All correspondence with
the tenant third party verifications, etc., must be
retained in the tenant file.
See Paragraph 7-10.A and the HUD Model Leases in Appendix 4
for change in income reporting requirements.
9-12 EIV Verification Reports
The EIV system contains the following stand-alone reports that identify potential issues
which may impact the family’s assistance. Owners must use these reports as discussed
below and at times as established in their policies and procedures to reduce subsidy
payment errors. Owners must retain a “Master” file that contains a copy of the report
and documentation and/or notations as indicated in the report discussions below.
Caution: Any detail reports retained in a tenant’s file must only contain information for
members of that tenant’s household. Many of the reports do not have page breaks
between households; therefore, owners will need to separate the reports by household
by cutting the reports apart until page breaks are inserted in the EIV system.
The Verification Reports can be accessed from the EIV Homepage, left sidebar.
HUD Multifamily Occupancy Handbook 9-21 8/13
Chapter 9: Enterprise Income Verification (EIV)
A. Existing Tenant Search
This report identifies applicants applying for assisted housing that may be
receiving rental assistance at the time of application at another Multifamily
Housing or Public and Indian Housing (PIH) location.
Owners must:
1. Use this report at the time they are processing an application to
determine if the applicant or any applicant household members are
currently being assisted at another Multifamily Housing or PIH location.
2. Discuss with the applicant if the report identifies that the applicant or a
member of the applicant’s household is residing at another location,
giving the applicant the opportunity to explain any circumstances relative
to his/her being assisted at another location. This may be a case where
the applicant wants to move from his/her present location or where two
assisted families share custody of a minor child.
3. Follow up with the respective Public Housing Agency (PHA) or owner to
confirm the individual’s program participation status before admission, if
necessary, depending on the outcome of the discussion with the
applicant. The report gives the owner the opportunity to coordinate
move-out and move-in dates with the PHA or owner of the property at the
other location.
4. Retain the search results with the application along with any
documentation obtained as a result of contacts with the applicant and the
PHA and/or owner at the other location.
B. Multiple Subsidy Report
This report identifies individuals who may be receiving multiple HUD rental
subsidies.
1. Owners must:
a. Use the Multiple Subsidy Report at least quarterly to identify any
tenants who are receiving assistance at another location. Owners
must follow up with tenants identified on the report where the
discrepancy was not identified and resolved at the time of
recertification.
b. Perform a search to determine if possible multiple subsidies exist.
c. Discuss with the tenant if the results of the search shows that a
tenant is being assisted at another location. The tenant must be
given the opportunity to explain any circumstances relative to
his/her being assisted at another location.
HUD Multifamily Occupancy Handbook 9-22 8/13
Chapter 9: Enterprise Income Verification (EIV)
d. Follow up with the respective PHA or owner, if necessary, to
confirm if the tenant is being assisted at the other location.
Depending on the results of this investigation, the owner may
need to take action to terminate the tenant’s assistance or
tenancy. (See Chapter 8, Sections 1 and 2 for procedures for
terminating assistance or tenancy.)
e. Print out and retain a copy of the search results along with any
documentation supporting any contacts made or information
obtained to determine if a household and/or household member is
receiving multiple subsidies. Additional documentation to support
any action taken if a household or a household member is
receiving multiple subsidies will be retained in the tenant file and
should be noted on the report.
If a tenant’s multiple subsidy was discussed and resolved at the
time of recertification, this should be noted on the printed report
and no further action is required.
NOTE: HUD does not prohibit owners of partially subsidized projects
from housing tenants who are receiving assistance through the Housing
Choice Voucher program. While these tenants may appear on the
Multiple Subsidy Report, HUD does not consider them as receiving
double subsidy. (See Paragraph 3-21 for a discussion on Applicants with
Housing Choice Vouchers.) In these instances, owners should print out a
copy of the Multiple Subsidy Report and note that the tenant has a
Housing Choice Voucher and is not receiving double subsidy, e.g., tenant
is residing in a Section 236 unit and receiving rental assistance through
the Housing Choice Voucher program.
C. Identity Verification Report
There are three reports that are accessed from the Identity Verification Report
link. Owners must use the Failed EIV Pre-Screening and the Failed Verification
Report (Failed the SSA Identity Test) reports monthly to clear up any invalid,
discrepant or missing information in the TRACS database that was not identified
and corrected at the time of recertification. When running the report, the owner
must select recertification month “All”. There will not be any employment or
income information in EIV for tenants who fail either the EIV Pre-Screening or
SSA Identity Test so it is essential that any discrepancies are corrected within 30
days from the date of the reports. Owners must conduct third party verifications
to obtain employment and income data for these tenants. The Number of
households Not-Verified (verification in process) Report is not required to be
used by owners.
If the report name is underlined, this indicates it is an active link. Just click on the
report name to obtain data about household members who meet the
characteristics of the reports.
HUD Multifamily Occupancy Handbook 9-23 8/13
Chapter 9: Enterprise Income Verification (EIV)
1. Failed EIV Pre-Screening Report
This report identifies tenants who fail the EIV pre-screening test because
of invalid or missing personal identifiers (last name, DOB or SSN). The
tenants identified in this report will not be sent to SSA for the SSA identity
test until the personal identifier information is corrected in TRACS.
Owners must:
a. Use this report monthly to identify tenants that did not pass the
pre-screening test and the reason(s) they did not pass so that the
errors can be corrected. Owners must follow up with tenants
identified on the report where discrepant personal identifiers were
not corrected at the time of recertification.
b. Before contacting the tenant, confirm accuracy of data entry in
TRACS, e.g., has a number been transposed when entering the
SSN.
c. Confirm with the affected tenant their SSN, last name, and/or
DOB.
d. Obtain documentation from the tenant to verify any discrepant
personal identifiers.
e. Correct any discrepancies in TRACS so that the tenant will be
included in the TRACS file provided to the EIV system for
inclusion in the SSA identity test.
f. Print and retain a copy of the report in a master “Failed EIV Pre-
screening Report” file. The report must be documented with
action taken to resolve invalid or discrepant personal identifiers.
See Exhibit 9-1 for the EIV Failed Pre-screening Report Error Messages
and corrective action.
NOTE: This report will include those persons who are exempt from the
SSN disclosure and verification requirements. In these instances, the
owner will note on the copy of the report retained in the “Failed EIV Pre-
Screening Report” master file that the tenant(s) is exempt from SSN
requirements.
Exempt from SSN disclosure and verification requirements:
Tenants who were 62 years of age or older as of January 31, 2010,
and whose initial determination of eligibility was begun before January
31, 2010; and
HUD Multifamily Occupancy Handbook 9-24 8/13
Chapter 9: Enterprise Income Verification (EIV)
Individuals who do not contend eligible immigration status.
2. Failed Verification Report (Failed the SSA Identity Test)
This report identifies household members who failed the SSA identity test
because their personal identifiers (last name, DOB or SSN) do not match
SSA’s records, as well as, identifies deceased household members.
Owners must:
a. Use this report monthly to identify those tenants that did not pass
the SSA identity verification test and the reason(s) they did not
pass so that the errors can be corrected.
b. Follow up with tenants identified on the report where discrepant
personal identifiers were not corrected at the time of
recertification.
c. Before contacting the tenant, confirm accuracy of data entry in
TRACS, e.g., has a number been transposed when entering the
SSN.
d. Confirm with the affected tenant their last name, SSN and/or DOB.
e. Obtain verification or documentation to support the tenant’s
personal identifiers and the accuracy of the form HUD-50059 and
TRACS data.
f. Correct any discrepancies in TRACS so that the tenant will be
included in the match against SSA and NDNH data.
g. Encourage the tenant to contact SSA to correct any inaccurate
data in their databases if the personal identifiers on the form HUD-
50059 and in TRACS are accurate. The tenant can request SSA
to correct his/her record by completing and submitting form SS-5,
Application for a Social Security Card, and verifying
documentation to the local SSA office.
h. Print and retain a copy of the report. The report must be
documented with action taken to resolve invalid or discrepant
personal identifiers.
NOTE: If a tenant’s information was corrected at the time of
recertification but the EIV data has not yet been updated, this should be
noted on the printed report and no further action is required.
See Exhibit 9-2 for the Failed Verification Report (Failed the SSA Identity
Test) Error Messages and corrective action.
HUD Multifamily Occupancy Handbook 9-25 8/13
Chapter 9: Enterprise Income Verification (EIV)
D. Deceased Tenant Report
This report identifies tenants who are participating in one of Multifamily Housing’s
rental assistance programs who are reported by SSA as being deceased.
1. Owners must:
a. Use this report at least quarterly to identify those tenants reported
by SSA as being deceased. When running the report, the owner
must select recertification month “All”.
b. Confirm, in writing, with the head of household, next of kin or
contact person/entity provided by the tenant whether or not the
person is deceased.
c. If the person is deceased:
(1) Update the household composition and income and
allowances, if applicable, on the form HUD-50059. The
effective date of the form HUD-50059 should be in
accordance with Chapter 7, Paragraph 7-13.D.
(2) In the case of a deceased single member of a household,
process a Move-out using form HUD-50059-A. The
effective date of the form HUD-50059-A will be retroactive
to the earlier of 14 days after the tenant’s death or the date
the unit was vacated (see Chapter 9, Paragraph 9-12.E).
NOTE: Single member deceased households are denoted on the
report with a red asterisk (*) after the member’s deceased date.
(3) Any overpayment of subsidy that was paid on behalf of the
deceased tenant must be repaid to HUD.
d. Discrepancies must be corrected in the TRACS system within 30
days from the date of the report.
e. Encourage the tenant to contact the SSA to correct any inaccurate
data in their databases if the person identified as being deceased
in the SSA database is not deceased.
f. Print and retain a copy of the report in a master “Deceased
Tenant” file. The report must be documented with action taken to
resolve any discrepancies. All correspondence or action taken for
a particular tenant must be retained in the tenant file.
NOTE: If action was taken to remove the deceased tenant from the
household at the time of recertification but the EIV data has not yet been
updated, note this on the printed report and no further action is required.
HUD Multifamily Occupancy Handbook 9-26 8/13
Chapter 9: Enterprise Income Verification (EIV)
2. The Deceased Tenants Report is updated every weekend. See
examples below addressing when a deceased individual will be removed
from the report.
Example 1: Mr. Jones was listed on the Deceased Tenants Report dated
December 14, 2009, with a deceased date of November 20, 2009. On
December 1, 2009, the owner confirmed that Mr. Jones was actually alive
and advised Mr. Jones to visit his local SSA office to have the error
corrected. SSA corrected the error on December 20, 2009. When HUD
conducted computer matching with SSA on January 6, 2010, HUD
obtained new SSA data which indicated that Mr. Jones was not
deceased. The Deceased Tenants Report was updated on the weekend
of January 8, 2010. When the owner accessed the Deceased Tenants
Report on January 11, 2010, Mr. Jones was no longer on the report.
Example 2: Mr. Williams was listed on the Deceased Tenants Report
dated December 14, 2009, with a deceased date of June 10, 2009. On
January 6, 2010, the owner confirmed that Mr. Williams was deceased.
The owner then completed and submitted the move-out on form HUD-
50059-A on January 7, 2010. The Deceased Tenants Report was
updated on the weekend of January 8, 2010. When the owner accessed
the Deceased Tenants Report on January 11, 2010, Mr. Williams was no
longer on the report.
E. New Hires Report
For a description of the New Hires Report, see Paragraph 9-11.D.
9-13 Reimbursement of Over- or Under-payment of Subsidy
A. Unreported or Underreported Income
If the owner determines the tenant unreported or underreported his/her income,
the owner must go back to the time the unreported or underreporting of income
started, not to exceed the 5-year limitation that the tenant was receiving
assistance described on forms HUD-9887 and HUD-9887-A. The owner must
follow the instructions in Chapter 8 for meeting with the tenant to discuss
reimbursement of funds due the owner and repayment agreement requirements.
B. Over-reported income
If, at the time of recertification, there is an Income Discrepancy Report in the EIV
system that reflects a decrease of $2,400 or more in wages, unemployment
and/or Social Security income reported in the EIV system and the wage,
unemployment and/or Social Security income in TRACS for the POI used for the
discrepancy analysis, the owner must investigate the discrepancy. If, after
investigating the discrepancy, the owner determines that an error was made in
calculating the tenant’s income, the owner must follow the instructions in Chapter
8, Paragraph 8-24 to reimburse the tenant for any overpayment in rent. It is
important that the owner determine whether the income appearing on the EIV
HUD Multifamily Occupancy Handbook 9-27 8/13
Chapter 9: Enterprise Income Verification (EIV)
Income Discrepancy Report should be included as income and does not meet
one of the income exclusions represented in Exhibit 5-1.
9-14 Retention of EIV Reports
A. Owners must retain:
1. The Income Report, the Summary Report(s) showing Identity Verification
Status as “Verified” and the Income Discrepancy Report(s) and
supporting documentation must be retained in the tenant file for the term
of tenancy plus three years.
2. Any tenant provided documentation, or other third party verification of
income, received to supplement the SSA or NDNH data must be retained
in the tenant file for the term of tenancy plus three years.
3. Results of the Existing Tenant Search must be retained with the
application:
(a) If applicant is not admitted, the application and search results
must be retained for three years.
(b) If applicant is admitted, the application and search results must be
retained in the tenant file for the term of tenancy plus three years.
4. The master files for the New Hires Report, Identity Verification Reports,
Multiple Subsidy Report and Deceased Tenants Report must be retained
for three years.
See Exhibit 9-5, Use of EIV Reports.
B. Once the retention period has expired, owners must dispose of the data in a
manner that will prevent any unauthorized access to personal information, e.g.,
burn, pulverize, shred, etc.
9-15 Requesting Verification of Information from SSA
Owners must not send the tenant to the SSA office if they do not have information
needed to verification Social Security benefits. Instead, the owner must ask the tenant
to request benefit information from SSA using SSA’s website or toll-free number.
A. The owner may assist the tenant in requesting benefit information from SSA, if
the tenant requests their assistance in accessing the SSA website or has
questions on completing the request. To request a Proof of Income Letter from
SSA’s website go to http://www.socialsecurity.gov. From the left side bar:
Select “What you can do online”
Select “If you get benefits”
Select “Request a Proof of Income Letter”
HUD Multifamily Occupancy Handbook 9-28 8/13
Chapter 9: Enterprise Income Verification (EIV)
Tenants should check the box “All Benefit Information Available” to make sure all
benefits received are provided.
B. To request a Proof of Income Letter from SSA’s toll-free number call 1-800-772-
1213.
C. This information is free and the tenant should receive the letter in the mail within
10 days. The tenant will provide the Proof of Income Letter to the owner for use
in calculating their income. A copy of the letter will be retained in the tenant’s file
and the original returned to the tenant for their records.
9-16 EIV Income Incorrect or Does Not Belong to the Tenant
There may be times when the source or originator of the EIV information makes an error
when submitting or reporting information about tenants. HUD cannot correct data in
the EIV system, only the originator of the data can correct the information. When
data is corrected by the source or originator, HUD will obtain the updated information
with its next computer matching process. Below are procedures to follow regarding
incorrect EIV information.
A. TRACS data reported in the EIV system originates from the owner. Once data is
corrected in the owner’s software, the corrected data must be transmitted to
TRACS.
B. Employment and wage information reported in the EIV system originates from
the employer. The employer reports this information to the local State Workforce
Agency (SWA), who in turn, reports the information to HHS’ NDNH database.
If the tenant disputes the accuracy of the information in the EIV system that was
provided by the employer and after additional third party verification is obtained
by the owner it is determined that the information is not accurate, the tenant
should contact the employer directly, in writing, to dispute the employment and/or
wage information and request that the employer correct erroneous information.
The tenant should provide the owner a copy of this written correspondence to
maintain in the tenant file.
C. Unemployment benefit information reported in the EIV system originates from
the local SWA. If the tenant disputes the accuracy of the information in the EIV
system that was provided by the SWA and after additional third party verification
is obtained by the owner it is determined that the information is not accurate, the
tenant should contact the SWA directly, in writing, to dispute the unemployment
benefit information, and request that the SWA correct erroneous information.
The tenant should provide the owner a copy of this written correspondence to
maintain in the tenant file.
D. SS and SSI benefit information reported in the EIV system originates from the
SSA. If the tenant disputes the accuracy of the information in the EIV system
that was provided by the SSA and after additional third party verification is
obtained by the owner it is determined that the information is not accurate, the
tenant should contact the SSA at (800) 772-1213, or visit the local SSA office
and request that the erroneous information be corrected. SSA office information
HUD Multifamily Occupancy Handbook 9-29 8/13
Chapter 9: Enterprise Income Verification (EIV)
is available in the government pages of the local telephone directory or online at
http://www.socialsecurity.gov.
E. Identity Theft. Incorrect information in the EIV system may be a sign of identity
theft. Sometimes someone else may use an individual’s SSN, either on purpose
or by accident. SSA does not require an individual to report a lost or stolen SSN
card, and reporting a lost or stolen SSN card to SSA will not prevent the misuse
of an individual’s SSN. A person using an individual’s SSN can get other
personal information about that individual and apply for credit in that individual’s
name.
If the tenant suspects someone is using his/her SSN, he/she should:
1. Check their Social Security records to ensure their records are correct (call
SSA at 1-800-772-1213);
2. File an identity theft complaint with the Federal Trade Commission (call FTC
at 1-877-438-4338, or visit their website at:
http://www.ftc.gov/bcp/edu/microsites/idtheft/); and
3. Monitor his/her credit reports with the three national credit reporting agencies
(Equifax, TransUnion, and Experian).
Tenants may request their credit report and place a fraud alert on their credit
report with the three national credit reporting agencies at:
http://www.annualcreditreport.com or by contacting the credit reporting
agency directly. Each agency’s contact information is listed below:
National Credit Reporting Agencies Contact Information
Equifax Credit Information Services, Inc.
P.O. Box 740241
Atlanta, GA 30374
Website: http://www.equifax.com
Telephone: (800) 685-1111
Experian
P.O. Box 2104
Allen, TX 75013
Website: http://www.experian.com
Telephone: (888) 397-3742
TransUnion
P.O. Box 6790
Fullerton, CA 92834
Website: http://www.transunion.com
Telephone: (800) 680-7289 or (800) 888-4213
HUD Multifamily Occupancy Handbook 9-30 8/13
Chapter 9: Enterprise Income Verification (EIV)
9-17 Disclosure of EIV Data
A. Disclosure of an Individual’s EIV Information to Another Person or Entity
The Federal Privacy Act (5 USC 552a, as amended) prohibits the disclosure of
an individual’s information to another person without the written consent of such
individual. As such, the EIV data of an adult household member may not be
shared (or a copy provided or displayed) with another adult household member
or to a person assisting the tenant with the recertification process, unless the
individual has provided written consent to disclose such information.
The owner, however, is not prohibited from discussing with the head of
household and showing the head of household how the household’s income and
rent were determined based on the total income reported and verified.
See Exhibit 9-4, for a Sample Tenant Consent to Disclose EIV Income
Information for use by the owner in obtaining the tenant’s consent to disclose
information to another adult household member.
B. Disclosure to Persons Assisting Tenants with the Recertification Process
With the written consent of the tenant, EIV data may be shared with persons
assisting the tenant with the recertification process. Tenants who require
assistance during the recertification process may have a representative present
to assist them in their ability to participate in the recertification process; this
includes review and explanation of the written third party income verifications.
Disclosure of EIV information to these parties must be employment or income
information pertaining only to the tenant who has provided his/her consent.
These parties must not have access to EIV information for any other household
members.
Parties to whom the tenant can provide written consent include:
Service coordinators (only if they are present at and assisting the tenant with
the recertification process)
Translators/Interpreters
Individuals assisting an elderly individual or a person with a disability
Guardians
Powers of Attorney
Other Family Members
See Exhibit 9-4, for a Sample Tenant Consent to Disclose EIV Income
Information for use by the owner in obtaining the tenant’s consent to disclose
information to persons assisting the tenant with the recertification process.
C. Disclosure for Official Purpose
The data in the EIV system contains personal information on individual tenants
that is covered by the Privacy Act. The information in the EIV system may only
HUD Multifamily Occupancy Handbook 9-31 8/13
Chapter 9: Enterprise Income Verification (EIV)
be used for limited official purposes:
1. Official Purpose Includes:
a. Owners, in connection with the administration of Multifamily
Housing programs, for verifying the employment and income at
the time of recertification and for reducing administrative and
subsidy payment errors.
b. CAs (PBCAs and TCAs) and HUD staff for monitoring and
oversight of the access and mandatory use of the EIV system.
c. IPAs, when hired by an owner to perform the financial audit of the
project, for use in determining the owner’s compliance with
verifying income and determining the accuracy of the rent and
subsidy calculations.
Restrictions on disclosure requirements for IPAs:
(1) Can only access EIV income information within hard copy
files and only within the offices of the owner or
management agent;
(2) Cannot transmit or transport EIV income information in any
form;
(3) Cannot enter EIV income information on any portable
media;
(4) Must sign non-disclosure oaths (Rules of Behavior for Non-
system Users) that the EIV income information will be used
only for the purpose of the audit; and
(5) Cannot duplicate EIV income information or re-disclose
EIV income information to any user not authorized by
Section 435(j)(7) of the Social Security Act to have access
to the EIV income data.
NOTE: See the Glossary for the definition of Independent Public
Auditor.
d. OIG investigators for auditing purposes.
e. Disclosure of EIV information to individuals who are assisting in
the recertification process and who are present during the
recertification interview and process. (See Section B above)
2. Official Purpose Does NOT Include:
HUD Multifamily Occupancy Handbook 9-32 8/13
Chapter 9: Enterprise Income Verification (EIV)
a. Sharing the information with governmental entities not involved in
the recertification process used for HUD’s assisted housing
programs, e.g., the Low Income Housing Tax Credit (LIHTC)
program and Rural Housing Services (RHS’) Section 515
program. EIV data must not be shared with state officials
monitoring the owner for LIHTC compliance or by owners for
completion of the LIHTC Tenant Income Certification (TIC). EIV
data also must not be shared with RHS staff for monitoring an
owner’s compliance for tenants receiving Section 8 assistance or
by owners for certifying tenants who do not receive Section 8
assistance.
Disclosing the EIV information to owners for use under the LIHTC
and RHS Section 515 programs is not allowed since neither the
Internal Revenue Service (IRS) nor RHS are a party to the
computer matching agreements with HHS and SSA. The fact that
there is financing through other federal agencies involved in a
particular property under one of the authorized HUD programs
does not then permit that federal agency to use or view
information in the EIV system that is covered by the computer
matching agreements. The computer matching agreements are
governed by the Privacy Act and the Social Security Act. For
example, Sections 453(j)(7)(E)(ii) and (iv) of the Social Security
Act limit disclosure of the data matched between HUD and HHS’
NDNH to public housing agencies, the IG, the Attorney General,
private owners, management agents and CAs. HHS subsequently
approved disclosure of NDNH information to IPAs hired by an
owner to conduct the financial audit of their property.
b. Disclosure of the EIV information to Service Coordinators even
though the tenant signs a release of information consent form
authorizing the Service Coordinator to have access to their file is
not allowed unless the Service Coordinator is present during the
interview and assisting the tenant with the recertification process.
The statute authorizing the computer matching identifies those
parties to whom the information can be disclosed and the statute
does not include Service Coordinators.
D. Penalties for Willful Disclosure or Inspection of EIV Data
1. Unauthorized Disclosure – felony conviction and fine up to $5,000 or
imprisonment up to five (5) years, as well as civil damages.
2. Unauthorized Inspection – misdemeanor penalty of up to $1,000 and/or one
(1) year imprisonment, as well as civil damages.
9-18 EIV Rules of Behavior (ROB)
A. With EIV System Access ROB Requirements
HUD Multifamily Occupancy Handbook 9-33 8/13
Chapter 9: Enterprise Income Verification (EIV)
All EIV users who have access to the EIV system must adhere to the EIV ROB
signed at the time of requesting access to the EIV system.
1. Instructions for requesting access to the EIV system for both internal HUD
users and external users are posted on the Multifamily EIV website at:
http://www.hud.gov/offices/hsg/mfh/rhiip/eiv/eivapps.cfm
2. External users. The signed initial and current online (unsigned) access
authorization forms containing the ROB must be kept on file along with
the owner approval letters. Upon request, the forms must be made
available to the entity monitoring EIV system compliance.
3. Internal users. A copy of the signed ROB will be kept on file by the
TRACS/EIV Security Officer and a signed copy should also be retained
by the EIV user.
4. Each HUD Program Center and Contract Administrator must have at least
two staff members with access to the EIV system who can provide other
staff members with EIV reports used for monitoring purposes.
B. Without EIV System Access ROB Requirements
1. Owner and management agent staff, service bureau staff, HUD staff and
CA staff who do not have access to the EIV system but who view or use
EIV data/reports provided by authorized EIV Coordinators or EIV Users in
order to perform their job functions, must adhere to the EIV ROB posted
on the Multifamily EIV website at:
http://portal.hud.gov/hudportal/HUD?src=/program_offices/housing/mfh/rh
iip/eiv/eivapps.
The ROB must be signed and kept on file. Upon request, the signed
ROB must be made available to the entity monitoring EIV system
compliance.
NOTE: HUD staff will check the “CA” box at the bottom of the form.
2. IPAs hired by the owner to perform a financial audit must adhere to the
ROB posted on the Multifamily EIV website at:
http://www.hud.gov/offices/hsg/mfh/rhiip/eiv/rulesofbehavior.pdf.
The ROB must be signed by the IPA and kept on file. Upon request, the
signed ROB must be made available to the entity monitoring EIV system
compliance.
Section 5: Penalties for Failure to Have Access to or Failure to Use EIV
9-19 Penalties for Failure to Have Access To and/or Failure to Use EIV
A. Owners who do not have access to or are not using the EIV system in its entirety:
HUD Multifamily Occupancy Handbook 9-34 8/13
Chapter 9: Enterprise Income Verification (EIV)
Penalties for Failure to Have Access to or Failure to Use EIV
1. Will receive a finding on the Management and Occupancy Review (MOR)
report, if the violation was identified during the MOR. The violation can
be identified at times other than at the time of the MOR.
2. Will incur a penalty of a five percent decrease in the voucher payment for
the month following the date the violation was found and each
subsequent voucher payment until the violation is cured.
3. Must make an adjustment on the next scheduled voucher to adjust for the
five percent decrease.
4. Will be monitored by the CA to ensure the adjustment is made.
B. The owner will have 30 days to cure the violation.
1. The violation will be cured by obtaining access to and/or using the EIV
system and the owner will then make an adjustment to the next
scheduled voucher to collect the funds previously returned to HUD even if
the owner takes longer than 30 days to cure the finding.
2. If the violation is not cured during the 30 day period, both the owner and
the management agent, if applicable, will be flagged in HUD’s Active
Partners Performance System (APPS). Once the violation is cured, the
flag will be removed.
C. When there is a change in ownership or management at a property, the new
owner or management agent must obtain access to and begin using the EIV
system within 90 days from the date the owner takes possession of the property
or the effective date of the management agreement with the owner. Owners
and/or management agents who fail to obtain access and begin using the EIV
system within this timeframe may be subject to the penalties described above.Source: Legislative text reproduced verbatim
Effective Timeline
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Related Rules
§ 888.113
§ 888.113 Fair market rents for existing housing: Methodology.
§ 888.115
§ 888.115 Fair market rents for existing housing: Manner of publication.
§ 5.512
§ 5.512 Verification of eligible immigration status.