TRACS Tab HAP Requests Tab Tasks Build New (MAT) Tenant Data File
With this task, you can transmit tenant data files as certifications are completed. You can create the Tenant Data File for submission to HUD separate from and prior to the creation of the HAP Request.
The task allows multiple tenant files per HAP Date. You can still build the tenant files along with the HAP Request (Build New HAP Request).
Certifications can not be transmitted until they are complete. Certifications are considered complete once the owner and tenant signatures are entered into Property Manager.
Occupancy and Compliance Detail TRACS Tab HAP Requests Tab Tasks Build New (MAT) Tenant Data File
or
Occupancy and Compliance Detail TRACS Tab General Tab Build New (MAT) Tenant Data File
Select the appropriate Contract from the drop down list.
If there is only one contract for the community in context, the contract will be auto selected for you.
Accept the default voucher date or enter the appropriate voucher date in the format MM/YYYY.
You can not create a Tenant Data File for a voucher date where the corresponding voucher (HAP Request) has already been created.
Click Next.
Accept or enter the signed date.
The lower half of the window will display messages regarding the tenant data file you are about to build, and indicate if you can build the file at this time.
Click Next to build the Tenant Data File.
The Certifications step will display a list of all completed transactions (owner and tenant signature dates entered) where the anticipated voucher date is equal to the voucher date entered on the first step of this task.
Certifications that have no signed dates or are otherwise incomplete will be included in this list with an appropriate tick mark indicating why they won't be included in this tenant data file.
Click Next to review the Tenant Data File.
Click on each file record on the left side of the window to review its details on the right side of the window.
Click Next. You will asked to either click Yes to save the tenant data file and prepare it to be transmitted, click No to abandon the tenant data file and delete it, or click Cancel to continue reviewing the tenant data file.
If you clicked Yes, you will select the tenant data file to be transmitted.
The Destination field will then be available for you to select where you want to transmit the file(s). Click the destination field to activate the drop down list. Note - the transmit method destinations are defined in System Administration > Maintain Lookup Tables - HUD Transmit Method.
Click Next. A TRACS Logon will popup. Enter your WASS ID and Password and click OK to transmit the file(s). Click Cancel if you are not ready to transmit at this time.
If you have already successfully transmitted a file, the WASS ID Logon popup will not appear. After successful connection, this WASS ID and Password will be saved for the current session only. If you close Property Manager and come back to transmit files, you will be required to re-enter your WASS ID. It's recommend to log off Property Manager when you are not at your desk to prevent others from transmitting files under your WASS ID.
If your WASS ID/Password is incorrect, you will get the following message:
You have entered an invalid WASS ID/Password. From the Confirm Transmission tab, you can click <<Prev and try again.
Please be aware that this ID and password are case sensitive.
If it has been 60 days or more since you last changed your password, go to https://hudapps.hud.gov/HUD_Systems/ to renew your password.
If you can successfully connect to Secure Systems with your WASS ID and still encounter this problem, contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.
Here is the HUD link for the explanation of Password Expiration and what a valid password can be: http://www.hud.gov/offices/reac/support/reasyst_pw.cfm.
If you receive the following message you will need to contact the TRACS helpdesk to obtain "iMAX Webservices" access for you WASS ID:
SOAP Exception:
The request failed with HTTP status 403: Forbidden.
Your WASS ID does not have access to IMAX webservices. Contact their helpdesk at 1 800 767 7588 or by sending an email to either helpdesk email address Tracs_hotline@hud.gov or TRACS@hud.gov to request access.
From the Confirm Transmission step of the task you can review the status of the files that were just transmitted, as well as those that failed to transmit.
Clicking the Printer 
icon will print out this list.
Click << Prev to attempt to transmit any files that failed to go. OR
Click Finished to complete the task.
Review MAT Records and Responses