TRACS Tab General Tab highlight the HAP Request Reconcile Selected HAP Request
This task is a wizard used to adjust the HAP Request to account for certifications that were rejected and payments that were held or released by HUD. It guides you through the steps of reviewing the certifications that were transmitted on the HAP Request. Throughout the reconciliation process the system will show the updated running balance of total regular assistance, total adjustments, total HAP vs. entered Revised HAP amount - remaining difference to reconcile. When the certifications on the HAP Request are successfully updated, and the components that will make up the HAP payment are identified, the HAP Request will have a status of Reconciled.
While going through the HAP Reconciliation process, there is a check box on the tabs to "Reconcile using TRACS Unit Nbr." This should help to make reconciling easier when the HUD apartment numbers are different than the apartment numbers used in Property Manager.
This task will only allow reconciliation of an active or reconciled HAP Request that does not have a payment batch posted against it.
You can reconcile HAP Requests that are not the most recent request, but you will not be able to make any changes on the Certification Step of the task if it isn't the most recent HAP Request. The reconciliation needs to be done before the payment is received against the HAP Request, and before the next HAP Request is built.
If there is an Active HAP Request for a prior month that has not yet been reconciled, a warning will be displayed ”The prior HAP request should be reconciled first to ensure payment is posted correctly.”
You may leave the wizard before the reconciliation is complete, and pick up where you left off when you return.
This task will be available for a successfully Reconciled HAP that may need to be modified and re-reconciled.
It is recommended the reconciliation be completed around the 20th of the month, when any revisions to the HAP Request are made available by HUD. For strategies on how to gain access to the accepted HAP information, contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.
Once a HAP Request is reconciled, posting the payment should require no extra analysis.
Occupancy and Compliance Detail TRACS Tab General Tab highlight the HAP Request Reconcile Selected HAP Request
or
Occupancy and Compliance Detail TRACS Tab HAP Requests Tab highlight the HAP Request Reconcile Selected HAP Request
Approved HUD Total: Enter the subsidy amount approved by HUD. Even if this amount has not changed from the original request, it is recommended you still reconcile the HAP Request.
Click Next.
Certifications: If the HAP Request has already been successfully reconciled you will be prompted to confirm that you want to continue. Upon confirmation the status of the HAP Request will revert from Reconciled to Active.
If the approved amount does not differ from the original request, and the Revised HUD Total (approved amount), therefore, matches the Pending Total (original requested amount), no adjustments are necessary, and all subsequent detail tabs in the wizard will be available. You may click on the Complete Reconciliation tab to skip the other detail tabs. Skip to step 13.
The top of the screen displays certifications already on the HAP Request, if any.
The default status for each certification is set to Accepted by HUD, and can be changed to Rejected by HUD.
If a certification is changed to Rejected by HUD, the task will perform the Delete Selected Transaction and MAT Record process. This will un-confirm a Move-In, Move-Out or Transfer, and will delete the certification from the household. Once the problem is resolved you may need to recreate the certification from the Household Detail General Tab.
If a Move-Out certification is to be marked as Rejected by HUD, any subsequent activity, such as the next Move-In for the unit, must be undone before the Move-Out can be removed here. You will need to exit the wizard to perform these tasks and then return to complete the reconciliation.
The bottom of the screen displays certifications not on the HAP Request but eligible to added to the HAP, if any.
The default status for each certification is set to Pending Next HAP, but can be changed to Accepted by HUD.
If a certification is changed to Accepted by HUD, the task will perform the Add Selected Transaction and MAT Record process to add the certification and its adjustments to this HAP. You should only add a certification to the HAP Request at the direction of HUD/Contract Administrator.
You will only be able to add certifications to a HAP if they have already been transmitted.
Click Next.
The Misc Adjustments, Special Claims, Regular Subsidy and Subsidy Adjustments tabs all work in a similar manner. The top of the screen displays items on the HAP Request, if any, and the bottom of the screen displays any items not on the HAP Request but eligible to be added to the HAP Request.
The Adjustment ID associated with each Miscellaneous Adjustment is also displayed here and on the Accounting Detail > Subsidy Activity tab and is the same Adjustment ID that is displayed on the Occupancy and Compliance Detail > TRACS > Misc Adjustments tab to make it easier to see which Miscellaneous Adjustment is attached to a particular HAP.
Adjustments displayed in the top half of the screen default to Approved for Pmt, but can be changed to Not Approved.
Adjustments displayed in the bottom half of the screen include items from this and previous HAP Requests, that default to Not Approved, but can be changed to Approved for Pmt, to add them to this HAP Request.
Click Next.
Claims displayed in the top half of the screen default to Approved for Pmt, but can be changed to Not Approved.
Claims displayed in the bottom half of the screen include items from this and previous HAP Requests, that default to Not Approved, but can be changed to Approved for Pmt, to add them to this HAP Request.
Click Next.
The Request ID associated with each Repayment Agreement is the same Agreement ID that is displayed on the Occupancy and Compliance Detail > TRACS > Repayment Agreements tab to make it easier to see which Repayment Agreement is attached to a particular HAP.
Regular subsidy requested on this HAP is displayed in the top half of the screen, and the status for each defaults to Approved for Pmt, but can be changed to Held by HUD.
Subsidy amounts held from this and previous HAP Requests will be displayed on the bottom half of the screen, and can be added to this HAP Request, if HUD has released payment for them with this HAP Request.
This step includes hyperlinks back to a household’s Household Detail > Transactions tab. When you are reconciling a HAP and the CA is paying a different amount then what is requested, you need to look at the household to see is the CA paying the prior amount or a different amount. This hyperlink allows you to have quicker easier access to the household.
If changing the status to Held by HUD fails because there is an underlying HAP discrepancy, you will receive an error message as to why the hold failed and points you to the HAP Reconciliation Report which will identify the discrepancy.
Click Next.
Adjustments displayed in the top half of the screen default to Approved for Pmt, but can be changed to one of the following if necessary:
Approved $1 More or Approved $1 Less - to handle rounding. Adjustments for rounding will show as FORQs (Field Office Accounting Adjustments), on the Accounting Detail > Subsidy Activity Tab, and in the payment process when you create a payment batch for this HAP Request.
Held by HUD
Adjustments held from this and previous HAP Requests, will be displayed on the bottom half of the screen, and can be added to this HAP Request, if HUD has released them with this HAP Request.
Select the check box to show "Potential Rounding Differences". This will helpful if your CA rounds differently than how Property Manager does for a Gross Rent Change, for example.
What looks like a mysterious large difference could actually be a whole lot of $1 adjustments. It could take a long time to go through each unit to find the real amount the CA paid vs what we billed, especially if other backdated certifications are included on the same HAP Request.
Click Next.
The summary screen at the end of the wizard is similar to the summary screen when receiving a payment batch. It summarizes the batch and indicates if there are errors, taking into account the Revised HUD Total entered at the start.
If the HAP has errors, you will be notified that the reconciliation process can not be completed. You will need to make corrections, or contact Bostonpost Client Support at myMRI or contact a Client Support Analyst directly at (877) 579-8896 for assistance.
If the HAP has no errors proceed to the next step.
Click Next.
A pop-up message will appear "This HAP Request is ready to be reconciled. Do you want to mark this HAP Request as reconciled?"
Click Yes to continue.
The final tab of the wizard offers the option to print any or all of the following documents:
HAP Summary Form (HUD-52670)
HAP Detail Form (HUD-52670-A with all applicable Parts)
HAP Request Reconciliation Report
Select any documents you want to print, then click Finished to send them to your printer.
On the HAP Request Reconciliation Report, included with the household's name will be the Household ID, Apartment Number and the TRACS Unit Number. Having the TRACS Unit Number on the report will be especially helpful when the unit number and the TRACS ID number are different when comparing it to the CA/HUD's approved HAP Request.
The HAP Request Reconciliation Report also includes the time stamp of when an action took place and the User ID of the user who made the change.
The HAP Request Reconciliation Report also includes the note entered when a Misc Adjustment has been added. The included note should help to indicate right on this report why the Misc Adjustment was added.
On the TRACS General Tab the HAP Request will now be displayed with HAP payments due in the Activity column, indicating that you may now receive the payment for that HAP Request.
On the TRACS HAP Requests Tab the HAP Request will now be displayed with Reconciled in the Status column.
