Ralph M. Perrey, Executive Director Tennessee Housing Development Agency 404 James Robertson Parkway, Suite 1200 Nashville, Tennessee 37243-0900 www.thda.org TO: FROM: SUBJECT: Recipients of Low-Income Housing Credits Gwen Coffey, Director of Program Compliance Introduction of the Authority Online Housing Credit Management System (HCMS) The online HCMS software program, created by Roeing Corporation, is a program designed to interface with THDA s internal Multifamily Compliance tracking system, Authority Data Management System (DMS). HCMS gives owners/managers the ability to: enter owner and tenant information either manually or using a XLM upload function setup site level users setup and change unit data view and print compliance status reports save work in progress The HCMS program interacts with THDA s DMS Compliance System to retrieve owner/management prepared information. This process allows owner/management to enter data via the web that will convert directly into THDA s monitoring database whereby eliminating data entry mistakes and the duplication of data entry. Duties and Responsibilities: Owner Requesting access to all properties in Tennessee. This MUST be requested by the Owner prior to access to the system Approving access requests to your property compliance staff, if applicable Managing existing users THDA: Provide training during transition and when needed in the future Technical assistance on any errors occurred while using the system Compliance assistance on any fields that are in question This online submission of tenant data is required for all properties that have received Low-Income Housing Credits in the state of Tennessee. This memo is to notify you of the change from the COL system to HCMS and the expectation of HCMS being used for the 2012 tenant data. We encourage owner/management to enter tenant data frequently to ensure compliance. At this time, there is no requirement except that all data is entered by February 15 th ; however, in the future, you will be required to enter the data quarterly so that we are able to monitor occupancy at the properties. THDA is an equal opportunity, equal access, affirmative action employer. Telecommunications Device for the Deaf (615) 532-2894
Page 2 Please contact Robert Lucas at 615-815-2244 or RLucas@thda.org for access, if you are the Owner. All other inquiries should be sent to TNCompliance@thda.org. All questions will be responded to and then used to create Frequently Asked Questions to be placed on our website. Attached are the instructions on how to gain access and complete the required fields. Thank you in advance for your cooperation. Attachments TM
Enter the website, Resources.thda.org and click on Housing Credit Management System
To enter the system, type your username and password in the appropriate boxes and click Login. If you have forgotten your password, click on Forgot Your Password. You will be prompted to enter your Username. If you do not have a username and password, click on New User? Register Here which will link you to the Registration screen.
An Owner of the property is personally responsible for having access to EVERY property in which they are designated as the owner. It will be their responsibility to manage all requests for access to these properties. Working for the ownership organization and being the property owner are two different things. THDA will only approve requests by property owners. If you are a management agent, your request for access will be sent to the property owner. It will be the owner s responsibility to grant your access. Requests that are submitted to THDA, and do not meet the owner criteria will be denied. New Owners: Step 1: Go to http://resources.thda.org/ and click New User, Register Here link and complete the registration information. Be sure to check the Annual Owner Certification and Manage your organizations information and users box. At this point, Multifamily Application Access to Developers Only is not currently available. Step 2: Type in the BIN# of the property requesting to access to. Please note that the BIN# in this instance is the Project Identification#. You will not be required to enter each building identification to gain access. As the property owner you will want to select the Owner check box. Then hit add. This will display the added BIN# above the Submit button. You can add several projects. After you have submitted your requires, you will need to wait for THDA verification. Again, if you are not the property owner, you will be denied.
Managing Your User: The property owner is responsible for who has access to a property. They are responsible for deciding what user rights are appropriate. Step 1: Pending User Requests When a new user requests access to a property, the owner will receive an email from the system notifying them of the request. After the owner logs into http://resources.thda.org/ they select the property that has been requested. Step 2: Select the Manage Users link This link is located in the upper left hand corner of the page. This page will show all the users that either have access to this property or are requesting access. For existing users you can highlight the new access group and hit update to change their user status. New User Requests: These requests are at the bottom of the page under the title User Access Requests. This is where the email request for access can be granted. 1. Select the access group type: a. 8609 progress report view can only view the progress reports b. 8609 progress report editor can edit and submit data to THDA c. 8609 progress report manager can edit and submit, also has the ability to give manage user access d. OC Editor editing ability e. OC Viewer view only f. OC Manager edit and user management abilities g. Owner Access this access will only be given to the property owner 2. You can give multiple types of accesses, for instance, both OC and 8609 Management access. To do this, select the access type, hold the CTRL button and select the second type of access. 3. Approval/Denial: hit the Approve button to give access, and the Deny button to deny access to the property.
On the Owner Certification Access page, enter the Project Identification Number for each property that needs access. Owners will enter all properties in which they are responsible for, again to be approved by THDA. Managers will enter all properties in which they are responsible for, again to be approved by the owner of each property. NOTE: The format that is noted to enter the Project Identification is incorrect. For example, you only need to enter XX-XXX. Once you have requested all applicable properties, click Next
Indicate the Organization Roles. If the Owner is requesting access, indicate Owner If the Management is requesting access from the owner, indicate Management
Once you have reviewed the Registration Summary for accuracy, click Submit REMINDER: Owner s requests are approved by THDA Manager s requests are approved by the Owner
If you are new user, you will receive this message prior to entering. You must click I agree to continue. This will only be asked once.
Once you have been approved, you can enter the site This page will list the items you have access to as approved by THDA (for Owners) or by the Owner (for Manager). Click Owner Certification to enter tenant data
If you are unsure if buildings have been built by THDA, you can look in the Num. Buildings column and determine if they have been built. If they have not, contact: Stan Pack 615-815-2223 SPack@thda.org David Richardson 615-815-2218 DPRichardson@thda.org You can also determine whether or not the units have been built as well by looking at the Num. Units column. The Owner/Agent is responsible for creating units. To determine the status of the property, refer to the Status column. A property can be in one of six stages: Active the property is open for the certification year Property Review the property is in the finalization process but can still be edited Finalized Property has been finalized for THDA review. Editing is no longer possible Monitoring and Resolution THDA reviews property before completion Completed finalization of property has been approved by THDA and the property has been closed for that certification year
The Property Details screen is read-only. If there is incorrect information, please contact THDA. On the left-hand side of the Property Details screen, the property selected is listed. Click on the expand button next to the desired property. This will give a list of buildings. Click on the desired building.
The Owner/Agent is responsible for building each individual unit within each building, if not already completed. The Building Details can be edited, if applicable. If any changes, be sure to check Update To start building the units, click Add New Unit
Enter the Unit Name, such as 101, 303, etc. Enter the Number of Bedrooms Enter the Square Footage for that particular unit Enter the AMI Percentage of either 50% or 60% Enter the Unit Identity Enter the Status Date which should be the date in which the building placed in service Click on Add Funding and check LIHC NOTE: Eventually the Owner/Agent will be responsible for creating the property in the system when they compete to be awarded credits. If awarded credits, the Owner/Agent will then be required to update all information, including building information, in addition to unit information.
Enter a description of the allowance plus all information pertaining to the utility allowance. The description, effective date, unit type, allowance type and a least one BIN selection are required. The effective date must be within the certification year. In the grid, click on the box in the Source column corresponding to the applicable utility type. Make a selection from the drop down list. Type in the amount in the Amount column. Click on the Paid By column to select either Owner paid or Tenant paid. Click Save. NOTE: This MUST be completed prior to entering any tenant data or uploading a XLM file.
You have the ability to upload tenant data from onsite software, such as Yardi, RealPage, etc., click on Import Events Browse to locate the XLM File and then click Upload If you incur any errors with the uploading function, please contact Robert Lucas at 615-815-2244 or at rlucas@thda.org
Choose the unit to be updated. Click on the expand button next to the desired building. This will show a list of units. If you click the expand button next to the unit number, you can access the Add New Event screen by clicking on Add New Event. Enter the Event Date. If this is a Move-in, the Initial Move-in field will automatically populate the same date as the Event Date. Enter the Event Type as Move-in, Move-out, Recertify, Transfer Out, Composition Update, Rent Update, or Student Update. Enter the Unit Identity as either Program Unit or as Market. THDA allows one non-revenue unit at the property; however, we don t ask that the applicable fraction be changed. Therefore, any non-revenue units within the property should always be identified as a PROGRAM UNIT to ensure you property is properly tested for compliance. Enter the Allowance Amount based on the bedroom size. Please remember that the Utility Allowances MUST be entered prior to completing any Tenant Events. Enter the Total Household Income as verified for applicable certification. Enter the Household Income at Move-in. This should only have to be entered once.
Enter the Rent Level of either 50% or 60%, whichever is applicable. Please note that the rent and income levels MUST be entered as the same set aside percentage. Enter the Income Level of either 50% or 60%, whichever is applicable. Please note that the rent and income levels MUST be entered as the same set aside percentage. Enter the Tenant Rent Portion. Enter the Rental Assist Amount, if applicable. Enter the Rental Assist Type, if applicable. Choose Project Based if the project has a HAP contract with HUD. Choose Tenant Based if this resident receives a Section 8 Voucher. Enter the Special Needs Code, if applicable. If this resident meets one of the set asides the Owner elected in the Initial Application for additional points, ensure that it is noted in the system. Enter the HH Member Count. This will be compared to the detailed information entered later on this screen. Enter the Student Count, if applicable. Enter Yes or No on All Student Household. Enter Student Explanation, if applicable. Check the Funding Source as RHTC-LIHC. Enter any Notes that you feel are appropriate. If this is a non-revenue unit, this would be location in which to indicate this. If you have been granted an additional non-revenue unit, you would need to enter the date in which you were given permission by THDA for that unit. NOTE: Based on some technical issues converting the tenant data from COL to Authority On Line, all Household member s gender has been set to M. Please change accordingly.
For each Household member in the unit, you must enter all of the following information: First and Last Name Last 4 digits of their Social Security Number Birth Date Current Income this will be compared to the information entered above for Total Household Income Student Status Relationship Race and Ethnicity Special Needs, if applicable Gender For every Household member in the unit with income, you must enter the following: Household Member Employment or Wages, if applicable Social Security or SSI Pensions Public Assistance Child Support
Other Income Note that after each Household Members information is entered, it totals the amount at the bottom of the grid. For every Household member in the unit with any assets, you must enter the following: Household Member Type of Asset Select if you are using Current interest rate or the Imputed interest rate of 2% Cash Value of that asset Annual Income from Asset Note that after each Household Members information is entered, it totals the amount at the bottom of the grid. Click Update Once you click Update, the Household s income and asset information will be compared among what was entered in the Total Household Income and the information entered for each individual in the income and asset area. If these amounts do not match, you will get an error message to correct prior to being able to submit to THDA. Messages given to you in Orange indicate a warning. This doesn t always mean a correction must be made. You are able to submit messages in yellow to THDA. Message given to you in Red indicates an error. You must make corrections to those indicated in red prior to submitting to THDA.
If you would like to Export Events that have been entered into the system either manually or uploaded using the XLM function, you have the option to do so.
Finalize Process: At the end of the year, each property must be finalized. To start the finalization process, click on Finalize Year button. This will take you to the first of three screens that will guide you through the Finalization process. The next screen you should see is: Finalize Errors: The Finalize Errors screen is the second of four steps of the finalization process. It is possible to finalize with warnings but all errors must be resolved before the proceeding to finalize.
The property errors can be sorted by clicking on the column headings. To correct an error, click on Event that you would like to correct. This will take you to the Unit Event screen where changes can be made and saved. As errors are resolved, click on Refresh Error List to update to make sure the errors are no longer an issue. Once there are no more errors to resolve, a Proceed to Finalize button will appear at the bottom of the screen to continue to step three of the finalization process. Finalize Certification Year: This is step three of the four-step finalization process. When you click on Finalize, you will receive a certification receipt. Once finalized, you can no longer edit the certification.
Receipt: Generating the receipt is the last step of the four-step finalization process. You should print, sign, and retain the receipt in your records. The receipt includes a checklist of the information that must be mailed to THDA. The following will be indicated on the receipt and must be mailed to THDA: 1. Completed Owner s Annual Certification signed by an authorized signatory. This document is located at http://tn-tennesseehda.civicplus.com/index.aspx?nid=296 2. Supporting documentation for Utility Allowance 3. Signed copy of the receipt 4. A copy of completed and signed IRS Form 8609 for each building and Attachment A applicable only to first year certification.