Housing Agency FAQs - IMS-PIC

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Contents

	Who do I need to put into HA Contacts?
	How do I add a contact in HA Contacts?
	How do I remove a contact in HA Contacts?
	How do I change a contact in HA Contacts?
	How do I add a role to a contact in HA Contacts?
	How do I end an assigned role?
	What the role I need is not listed?
	When do I need to do my Occupancy Report?
	What if I disagree with the 5-year funding data for my PHA?

Browse Questions and Answers

Who do I need to put into HA Contacts?

HUD requires you to put the Executive Director or equivalent chief executive and the members of the governing board, if any. In addition, if the board of commissioners is appointed, enter the name and title of the appointing official. In addition, other important officials (department heads, attorneys, accountants, and other key contacts) should be included at the agency’s discretion.

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How do I add a contact in HA Contacts?

Note: HA Contacts must include the HA Executive Director and all Board members, including the chairperson and may include others as determined by the Housing Authority.

• Select “HA Information” and “Housing Authority”.
• Click on “HA Code” link (blue, left side of screen).
• Select “HA Contacts” tab.
• Click the “Create contact” Link (blue, right side of screen).
• Input the various items:
  • First and last names;
  • phone, FAX and TTY number;
  • salutation (use the salutation pull-down list);
  • email address and
  • choose the appropriate role (from the role pull-down list).
  • Note: All fields with a blue asterisk are required fields (you must fill them out). All other fields are desirable but optional.
• You must enter the start date in the “Effective Date” field.
• You may also enter an “Effective End Date” if it is a role with a defined term (such as a Board member. (This date can be added or changed later.)
• Click “Save” to complete the process.

Note: If a person has an additional role, you must re-select the contact, click “Modify contact” and “Add role” and select another role. People may have multiple roles at the same time and with different start and end dates (e.g. Board member and elected Board chairperson, if the local appointing official does not appoint the Board chairperson directly).

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How do I remove a contact in HA Contacts?

Note: HA Contacts are never deleted from PIC; they are made “inactive” by setting the role effective end date to a date that has already occurred.

• Select “HA Information” and “Housing Authority”.
• Click on “HA Code” link (blue, left side of screen). Select “HA Contacts” tab.
• Click the desired “Contact” Link (blue, left side of screen).
• Click “Modify Contact Details” (blue, upper right of screen).
  (You can update any contact details in this screen.)
• To end the role, click the role name link (blue, left side of screen)
• Enter an “Effective End Date”. (If you want to end the role immediately, enter a date that is before today).
• Click “Save” to complete the process.

Note: If you enter a wrong Effective End Date and “save” it or need to change one after it has taken effect, you can do so in the same manner by returning to the “HA Contacts” screen and changing the “Contact Status to “Inactive” or “All” which will display the inactive contacts. Then, select the inactive contact in the same way then proceed to change the effective end date as described above.

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How do I change a contact in HA Contacts?

You do not change a contact’s name; to end a contact’s role, insert an end date for that role. If that is their only role, they cease to be an active contact.

• To change a contact’s personal details, while viewing the contact list, click the contact’s name link.
• In the Contact Details screen, click “Modify contact details”.
• In the edit contact details screen, change details as needed.

Note: do not change a contact by changing the first and/or last name (unless the person’s first or last name is being legally changed or it is a correction of a prior error; deactivate one contact and add another when the composition of the contact group changes.)

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How do I add a role to a contact in HA Contacts?

Note: HA Contact roles cannot be changed; they are made inactive by setting the effective end date to a date that has already occurred and then replaced with other roles as required. Contacts may have as many roles as required to describe their relationships to the agency and the roles may have different start and/or end dates.

• Select “HA Information” and “Housing Authority”.
• Click on “HA Code” link (blue, left side of screen).
• Select “HA Contacts” tab.
• Click the desired “Contact” Link (blue, left side of screen).
• Click “Modify Contact Details” (blue, upper right of screen).
  (You can update any contact details in this screen.)
• To add a role, click “Add a role” in the lower right corner of the screen (you may have to scroll down to see it).
  The “contact details” screen will reappear with the role pull-down list in the lower left corner of the screen.
• Click the arrow of the pull-down list and click to highlight a role; the list will close and you will be permitted to enter a start date (required) and an end date (optional).
• Click “save” to complete the role addition.

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How do I end an assigned role?

• To end an assigned role, click the role name link (blue, left side of the contact details screen); Enter an “Effective End Date”. (If you want to end the role immediately, enter a date that is before today).
• Click “Save” to complete the role inactivation process.

Note: If you enter a wrong Effective End Date and “save” it or need to change one after it has taken effect, you can do so in the same manner by returning to the “HA Contacts” screen and changing the “Contact Status to “Inactive” or “All” which will display the inactive contacts. Then, select the inactive contact in the same way then proceed to change the effective end date as described above.

What the role I need is not listed?

Send a request with your justification by email to REAC_TAC@hud.gov. You will be advised when the change has been made.

When do I need to do my Occupancy Report?

The Occupancy Report in the Housing Authority was created in the early version of PIC to gather annual occupancy data. Now that HUD can obtain occupancy data from the tenant data reported in Form 50058, the Occupancy Report is no longer needed or used.

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What if I disagree with the 5-year funding data for my PHA?

The funding data is transferred weekly on Saturdays from the HUD financial systems (HUDCAPS for Section 8 funding and PAS-LOCCS for Operating Subsidy and other grants) so any disagreement with the values must be resolved in those systems. Call your field office for assistance with these types of errors. IMS-PIC merely reports the values in those other systems and cannot correct any discrepancies in those systems.