NMA Blog

QUESTION     What are the requirements for training on the EIV system for newly-hired staff members? Is it true that they must receive EIV training within one week of their start date? I can’t find a reference for this.

ANSWER     It is not true that new hires must complete training on HUD’s Enterprise Income Verification (EIV) system within one week of employment. However, PHA staff must complete the training prior to accessing the EIV system itself or EIV printed reports.

The current reference is in Notice PIH 2017-12, Administrative Guidance for Effective and Mandated Use of the Enterprise Income Verification (EIV) System:

EIV System Training Information. As a condition of initial and continued access to the EIV System, HUD and PHA staff are required to complete Annual Security Awareness training and EIV system training (initial system training) and update (interim system changes) training when offered by HUD Headquarters (HHQ). This training requirement also applies to those individuals who will not access EIV, but will view or handle printed and/or electronic EIV data. Individuals who will view and/or handle printed EIV information are required to complete only annual Security Awareness training (EIV system training is optional for these individuals). EIV training provided by third parties (other than HUD Headquarters) does not fulfill the mandatory EIV training requirement.

EIV system users who need to complete EIV training may view EIV training webcasts at: http://portal.hud.gov/hudportal/HUD?src=/press/multimedia

Note: Employees must complete the training prior to accessing the EIV system and/or printed EIV reports.

It should be noted that this guidance differs from that in the previous notice, PIH 2010-19. The older notice required EIV training to be completed by set dates depending on date of hire. It’s also important that two types of EIV training are required: initial system training and annual security training.

Are you a PIH Alert subscriber? Every Friday, the PIH Alert includes one frequently asked question (FAQ) submitted by our readers. Sign up today for a free 30-day trial subscription! Email sales@nanmckay.com to get started. To submit your question, email Annie Stevenson at annie@nanmckay.com with the subject line "FAQ Friday."

NMA is pleased to announce the debut of the NMA Model EIV Use and Security Policies for HUD’s multifamily housing programs! These policies make an excellent companion for the NMA Model Tenant Selection Plan (TSP) and Guide, which joined our existing family of model policies, including the model administrative plan, the model ACOP, and the model FSS action plan, earlier this year.

For those developments participating in HUD's multifamily program, the EIV use and security policies provide guidance on the protocol for the use of EIV information and printed reports, as well as the rules for maintaining tenant privacy and document security. With our user-friendly model policies, owners of project-based rental assistance (PBRA) projects will not only be certain they have current and compliant policies, but also potentially save hundreds of hours of work.

Many PHAs are asking, "What does the shutdown mean to our agency and the families we serve?" Yesterday, the Department of Housing and Urban Development (HUD) posted a 67-page contingency plan which provides some guidance to PHAs on the impacts of a lapse in appropriations due to the federal government shutdown.

According to the contingency plan, PHAs will continue to be able to access HUD's Office of Public and Indian Housing (PIH) secure systems, such as the Voucher Management System (VMS), the PIH Information Center (PIC) system, the Enterprise Income Verification (EIV) system, and the Line of Credit Control Systems (LOCCS), among others. However, although HUD's PIH systems will be largely available, PIH staff and contractors will not be available to answer questions regarding the systems. RAD applications will continue to be accepted, but they will not be reviewed until after the shutdown.

HCV housing assistance payments and administrative fee funding for the month of October are scheduled to be disbursed to PHAs according to the regular schedule, but any November funding is contingent upon the outcome of the government shutdown. Any public housing operating subsidy or capital funds that have already been obligated through LOCCS can be drawn down, but additional funding is also contingent on the shutdown. As a result of the funding uncertainty, PHAs should carefully monitor their financial situations throughout the government shutdown.

• PIH staff will not be attending any meetings or conducting monitoring or technical assistance visits at PHAs
• REAC inspections will not be conducted
• PIH staff will not be available to answer any non-emergency questions from PHAs, residents, or others
• Contact information for PIH emergency operations during the government shutdown will be posted on the HUD website

For further details on the portion of the contingency plan that concerns programs administered by PIH, see pages 7 and 57–63. NMA will continue to update the blog as more information on the government shutdown becomes available.

One week left to register for the 2013 NMA Housing Conference and GoSection8 User Conference! New track sessions and signups for one-on-one consulting have just been announced. To read the full list of sessions, go here.

Executive Leadership for Performance Excellence

Don't Waste Strategy Time on Goal Setting!
Presenter, Eric Kaufmann, President, Sagatica LLC

Most strategy sessions are merely operational — a missed leadership opportunity. Eric Kaufmann guides leadership teams across the country and coaches corporate CEOs. He will present the way to prepare a strategic action plan that becomes a useful resource to accomplish your agency’s goals within limited funding. You will discover the six deadly mistakes of strategy planning. Ask the right questions, set the right measurements, and get to work!

Regulatory Knowledge for Smart Management

Why Your Agency Should Be Taking a Second Look at RAD
Presenter, Carrol Vaughan

The RAD demonstration program is a unique opportunity for housing authorities to convert their at-risk public housing to long-term Section 8 rental assistance contracts. In this session, we’ll cover the latest information on the program and discuss why your housing authority should take a serious look at whether RAD would work for your agency. We’ll also hear from staff at a large housing authority on why their agency is considering submitting an application, and review the thought process involved in making the decision to apply.

Fair Housing/Civil Rights Reviews: Are You Prepared?
Presenter, Annie Stevenson

Using HUD’s civil rights review checklist, we’ll discuss fair housing requirements for the public housing and HCV programs. Topics will include limited English proficiency (LEP), reasonable accommodations, alternative communication methods, and more. Don’t miss this opportunity to prepare for civil rights monitoring.

Free One-on-One NMA Consulting

Reserve your free session with an NMA industry expert! These consulting sessions are limited and will be filled on a first-come, first-served basis. In fact, some are already full, so we encourage you to sign up now.

Nan McKay, President and Founder
Expertise: HCV program management






John McKay, CEO
Expertise: Performance management, applying Baldrige principles to affordable housing






Carrol Vaughan, VP of Professional Services
Expertise: Procurement, organizational development






Dorian Jenkins, VP of Program Management
Expertise: HCV program, public housing leasing, tenant relations, rent collection, REAC prep, cost controls





Cydney Jones, Director of Program Management
Expertise: General HCV topics and issues






Sheryl Putnam, Professional Development Manager
Expertise: LIHTC compliance, HOME, PBRA






Samantha Pratter, Writing Supervisor
Expertise: HCV and public housing eligibility, occupancy, and rent calculation






Annie Stevenson, Senior Trainer
Expertise: Fair housing, hearings, EIV, general HCV and public housing topics






Terry Provance, Senior Trainer
Expertise: Fair housing, PHAS, public housing property management, general asset management issues





Sammie Szabo, Associate Trainer
Expertise: General HCV and public housing, PBV, blended occupancy






Jay Ortenzo, Property Services Manager
Expertise: HCV inspections and standards, public housing maintenance management






Teri Robertson, Senior Consultant
Expertise: SEMAP, quality control, HCV program utilization






Betty Turner, Senior Associate Trainer
Expertise: Transition to asset management, supervision, working with commissioners






Please note that you must be a registered conference attendee or new registrant in order to take advantage of free consulting sessions. Non-registrants without an accompanying registration are not eligible. Register online or email sales@nanmckay.com for more information. Winners of the 2013 NMA Housing Awards will be announced at the conference — don't miss it!

I think we can all agree that the past year has been one of the most challenging in recent memory. Up until the last moment, many of us didn't really think that sequestration would go through. But it did, and our nation's housing authorities rose to the test.

For the upcoming NMA Housing Conference and GoSection8 User Conference, we've brought together a diverse group of speakers and industry experts to provide insight on a broad range of topics relevant to those of us facing budget cutbacks under sequestration, including:

• The impact of the Treasury's cash management requirements on the HCV program
• Managing a public agency with a corporate sector approach
• The growth of technology and its impact on rent determination
• Reporting public housing operating fund activity on the FDS
• How to focus on landlord retention and participation
• Using HUD's two-year forecasting tool for HAP expense planning
• How to improve the quality and value of your services at a reduced cost
• EIV, PIC, VMS: Are these systems costing your agency money?
• Deconcentration and its impact on rent reasonableness
• Are you using asking rents or actual rents? How it affects the open market
• PHA resiliency in the post-sequestration world
• Sustainability: Cost-effective renovation
• The ins and outs of CFP reporting and close-out
• And a legislative update from Nan McKay herself

I hope you'll be able to attend the inaugural NMA Housing Conference, now only a few weeks away — and when you do, come on up and say hi! I look forward to sharing strategies for success.

John McKay has been with NMA since 1998, and has served as chief executive officer of the company since 2007. Prior to his appointment as CEO, he was vice president of operations, spearheading the creation of the new consulting and technology services departments. This initiative introduced the first fully functional NMA Performance Portal to the affordable housing market.

Mr. McKay brings his knowledge of housing regulations and industry best practices into his role as project executive on many of NMA’s contracts with large housing authority clients and HUD. He has assessed, analyzed, and provided feedback to some of the country’s most well-run private and public organizations.