Security awareness training is a crucial aspect of ensuring the security of the eiv system and data. The following procedures listed below must be maintained in your office and all data must be. Hud does not provide a hud approved eiv owner authorization letter. Eiv multifamily users manual, 109 pages, technical instructions. External user administration manual for multifamily.
System multifamily housing programs security administration manual october 2016 and instructions for. Department of health and human services hhs, for all tenants with valid personal identifying information name, date of birth and social security number reported on the form hud50059. The eiv system is used by the sha to verify tenant income upfront by comparing. These policies and procedures are compliant with the hud handbook 4350. Eiv enter prise income verification system security policy baldwin housing commission. Copy of written policies and procedures for using the eiv employment and income data and reports. Eiv system coordinator access authorization form current and original a. Multifamily eiv discrepancy investigation 05142015 heather staggs, ahm, cpo, fhc. National housing compliance contract administration owners. Housing, a message confirms the number of users added to the role, and you are returned. Eiv system user administrator manual for multifamily housing.
This manual has been developed to assist you in understanding how to use reports provided by huds enterprise income verification system. At time of recertification annual and interim of family composition and income within 90 days after transmission of a movein or initial certification to tracs at other times as indicated in the owners eiv policies and procedures. Information in eiv is derived from computer matching programs initiated by hud with the social security administration ssa and the u. Ss and ssi benefit information reported in eiv originates from the social security administration ssa. Eiv to become mandatory for project based section 8 new york housing trust fund corporation. Adherence to these procedures ensures consistent and fair treatment of all of our residents. All public housing agencies phas are required to use huds eiv system. After selecting the user maintenance link, the screen shown below allows the coordinator to search for a user id. Enter the user id in the text box and click on search for user. Hud users write access is limited to user administration by authorized personnel. This is an annual requirement of all staff that use eiv as part of their job description, regardless of whether they have eiv access or not. Enterprise income verification security policy manual. The eiv security awareness training questionnaire is normally filled by all eiv user applicants or new eiv coordinator applicants. Below we make recommendations on how to determine if an eiv income discrepancy is valid or invalid.
What information is in eiv and where does it come from. Eiv guidance tenants who need to request a current social security award letter may request a new letter from ssa by calling 180077212 tty 18003250778 or by requesting it over the. User accounts for the eiv system will be provided on a needtoknow basis, with appropriate approval and authorization. Federal register enterprise income verification eiv.
User administrators are required to certify each quarter that users have appropriate rights in eiv. Management certification please check the appropriate statement. Eiv data will not be displayed on the computer screen so unauthorized persons can view it. It is preferable to print this on the owners company letterhead. Therefore, it could take up to two weeks before contracts assigned show in the eiv system for a particular user be patient. Enterprise income verification security policy manual somerville. The computer will not be left unattended by personnel when signed in to the eiv system. Answer it is not true that new hires must complete training on huds enterprise income verification system within one week of employment.
The department is soliciting public comments on the subject proposal. You are hereby notified that the hud system for verification of income eiv has returned information to the management office that indicates there is a discrepancy in the income information we have for your household as compared to the hud eiv system. Enterprise income verification eiv information will be used only to verify a tenants eligibility for participation in huds rental assistance programs and to determine the level of assistance the tenant is entitled to receive. Eiv user may be authorized to access tenant income data features, but would not have access to user administration. Preservation partners and affiliates refer to the eiv user manual for multifamily. Question what are the requirements for training on the eiv system for newlyhired staff members. After reading the warnings and message of the day, click on accept message of the day. Eiv will contain income data for public housing, section 8, and multifamily housing. Yes no cyber awareness challenge certificate of completion, signed within the last 12 months. The eiv system electronically matches data from the national directory of new hires ndnh and the social security administration.
The eiv system is a webbased application that allows phas to check employment, wage, unemployment compensation and social security benefit information for section 8 and public housing program participants. This manual represents a summary of the most important policies relative to the eiv. The electronic income verification eiv system was established by hud to meet the rental housing integrity improvement projects rhiips goal of ensuring that the right benefits go to the right persons. Is it true that they must receive eiv training within one week of their start date. User access authorization form signed original copy and current copy must be renewed annually. Multifamily eiv coordinators must recertify property. Hud requires that certain multifamily staff complete the cyber awareness training annually. For each noneiv coordinatoruser that views eiv data, does the filebinder contain. This training provides public housing agencies with a comprehensive understanding of the enterprise income verification eiv system and how to. Enterprise income verification eiv system user access authorization form paperwork reduction notice. In order to account for the 120 days permitted to process an annual recertification, all recertifications with an effective date of june 1, 2010, and beyond must reflect use of the eiv system. Updated november 15, 2016 new cyber awareness version available online.
Submit the replacement caaf to your ca or hud program manager, if there was an. Eiv user administration manual for public housing program page 315. Ssa social security administration ssi supplemental social security hhs health and human services ndnh national directory of new hires swica state wage income collection. Using huds enterprise income verification system family. The information collection requirements contained in this notice have been approved by the office of management and budget omb under the paperwork reduction act of 1995 44. Detailed steps to investigate and document eiv income discrepancies policy considerations the handbook does not provide clear step by step guidance on how to investigate and document eiv income discrepancies. Hud notices, sample resident notices, checklists, sample policies including a sample eiv use policy and a sample eiv security policy, hud forms and social security number forms are all included on the cd. User manual for multifamily housing program users authorization memorandum i have carefully assessed the eiv user manual 6. Hud obtains information about you from your local pha, the social security administration ssa, and u. The coordinator will recertify their eiv users through the user certification feature in the eiv. Users will not share user names or passwords with anyone. Electronic insurance verification user guide version 1.
Eiv user access authorization current and original 7. Complete coordinator access authorization form and fax. April 18, 2017 ahma of washington session materials. Concurrent vaccination against equine influenza and equine. An attachment has been included sample tenant consent to disclose eiv income. Public and indian housing pih security administration manual. If you dispute the accuracy of the information in eiv that was provided by the ssa and after third party verification obtained by the owneragent determines that the information is inaccurate, you should contact the ssa at 180077212, or. I understand that my user id and password are to be used only by me. Eiv to become mandatory for project based section 8. The eiv user manual and the external user administration manual will be updated to include. Eiv system user administration manual for public and indian. The primary objective of enterprise income verification is to ensure that the right benefits are passed on to the right people. If you are adding these users to any role through by roles except pha occupancy public. Eiv user administration manual for public housing program page 22 2.
It details business operational procedures for successfully performing user administration tasks through eiv user interface. Eiv mf user administration manual external users eiv 9. Nor will i use another persons password and user id. Eiv system user manual for mfh, eiv security awareness training questionnaire. This document has been completed in accordance with the requirements of the hud system development methodology.
The coordinator will monitor user activity on the eiv system. Resolution secrets for eiv income discrepancies jenny desilva, cos, cmh, taccs trainer. Sample eiv system income verification policy procedures page 1 of 5 0518 unlawful disclosure or use of the eiv data can result in civil and criminal penalties. The purpose of eiv is to assist the hud, contract administrators, owners and their agents in streamlining the income verification process and to help in minimizing the need for 3rd party verification. The eiv system is a federal database that provides quick, easy access to resident income information. Under no circumstances will i reveal or allow use of my password by another person. Income discrepancy report use and retention requirements owners must. For phausers, the phas eiv user administrator must. Sample eiv security awareness training questionnaire. If an authorized user is in eiv data and an unauthorized user approaches the work area, the authorized user will lessen the chance of inadvertent disclosure of eiv data by minimizing or closing out the screen on which the eiv data is.
History of eiv hhs later approved disclosure of ndnh information to independent public auditors ipas in addition to the ndnh data, the data received from the social security administration ssa, formerly available for use by oas through the tenant assessment subsystem tass, was also made available through the eiv system 8. Eiv usage checklist pennsylvania housing finance agency. These staff members include secure systems users and coordinators who access tracs and eiv online as well as staff with access to printed eiv reports, although heshe may not access the reports online. For existing eiv user applicants, the security awareness training questionnaire for eiv users needs to be completed annually. For example, a mf housing eiv user can access income data features, but does not have access to user administration, security administration. Full implementation of eiv was mandatory january 31, 2010, and hud requires that each site have written eiv policies and procedures. In late october, hud published a notice titled administrative guidance for effective and mandated use of the enterprise income verification eiv system pih 201818.
Eiv master binder administrative information and signatures hud properties only binder size. Detailed steps to investigate and document eiv income. The eiv user manual and the external user administration manual will be updated to include instructions on using the enhanced eiv system. New cyber awareness version available online pmcs, inc. For continued updates, please see huds enterprise income verification eiv system updates for multifamily housing program users web page at.
Also the ability to complete and submit online caaf requests for recertification will also come with the eiv 8. Eiv enter prise income verification system security policy. It should be edited to conform to your management companys policy and procedure. For example, change the role responsibilities for all the users in a particular pha, or a group of users in all of the phas. The enterprise income verification eiv system is intended to provide a single source of. As of december 29, 2009, hud mandated the use of the eiv system in its entirety. See instructions for applying for eiv access for multifamily housing. Rbd has developed an eiv fastforms cd that includes sample forms that can be modified to document your companys eiv policies and procedures. The purpose of this policy is to provide instruction and information to staff, auditors, consultants, contractors and tenants on the acceptable use, disposition and storage of data obtained through eiv enterprise income verification system. Sample eiv file checklist, sample documentation of eiv verification. Administration manual october 2016 and instructions for applying for eiv. A computer will never be left unattended with eiv data displayed on the screen.
263 540 179 199 523 1573 1188 583 856 1475 1172 483 165 400 683 854 478 1194 1376 898 1213 1347 160 1617 796 148 1156 696 1321 894 289 928 873 1081 1397 1533 1556 307 1581 1249 393 919 526 1277 1085 946