Adam is porting-in to NYCHA from a PHA and is on public assistance.
Use case: The system should allow users to review household information and determine the eligibility for subsidy for port-ins.
How it works: NYCHA will have a choice of entering portability move-in clients like Adam through a pass-through application process, or users can directly enter them into the certification processing module. In either case, the entry of a case for a portability participant is the same as an existing participant except for one tab where the PHA information is provided, including the proper admin fee. The initial PHA and receiving PHA information would be entered for proper payments to the landlord/tenant, invoicing for the initial PHA, and submission of required data to PIC via the HUD 50058. The calculation of the rental amounts will be the same as for a standard agency participant. The administrative fee charts released by HUD can be imported into Elite along with the HUD proration requirements (both the 80% requirement and any other proration to the column B rates). When a certification is generated, the PHA code would be entered, and the system will pull in the proper admin fee automatically or this can be manually entered.
Use case: The system should allow for RA requests during all process; for this example please capture a RA request during the eligibility interview of the port-in for a unit size upgrade due to medical equipment.
How it works: The system contains a reasonable accommodation (RA) module where the agency can track the process for all submitted RAs, and this module can be used for applicants and residents. The RA module is flexible and can be built to meet the needs of the agency. The system is flexible enough to allow for the processing of a reasonable accommodation which includes the increase of a voucher size, a voucher extension beyond 120 days, real-cost utility allowances, etc.
Use case: The system should allow for processing different methods of HAP calculations including tenants on public assistance.
How it works: The system will allow for different rental calculations in the background setups if they differ from the HUD HCV Program. If the process is using the traditional HAP calculation for the HCV Program, there are features that will remove the minimum rent requirement (hardship), utilize the proper Payment Standard including Small Area FMR areas, utility allowance requirements, including real cost utilities as a reasonable accommodation, and contract rent increases. The system will capture all of the income information from a household which can include other forms of public assistance and will properly calculate the rental portions based on the adjusted income. The system is flexible to meet the needs of the agency.
Use case: The system must have a means of processing port-in billing invoices to be sent to the sending PHA, and ability to account for the related incoming monthly payment.
How it works: The system will allow for the generation of invoices which can be sent to the initial PHA. The system will generate an invoice in the Accounts Receivable module for each active portability (HAP, UAP, and Admin Fee). After the funds are received from the initial PHA, the monies can be receipted using the Receipting module against those created invoices. Integration with a third-party system is feasible and would be a custom request.
Use case: The system must allow inspectors to validate what the medical equipment is and that it is still present during subsequent annual/biennial inspections.
How it works: The use of User Defined fields will allow for the tracking of cases that have a reasonable accommodation for extra bedrooms. In addition, this information can be tracked in detail using the Reasonable Accommodation module. The information the user defined, can be pulled on reports and into the HQS Touch handheld device. The inspector will then be aware that an extra bedroom was granted for sleeping or medical equipment and can inspect to confirm its proper use. If they find it is being improperly used, they can report this to agency staff and the RA can be reviewed for revocation.