What it produces
A complete annual or interim certification: notices sent on time, income and assets verified, rent calculated, the HUD-50059 or tax credit certification signed, and the record accepted in TRACS.
Workflows
Affordable Housing Recerts
the annual review of a household's income and composition to confirm it still qualifies for HUD or LIHTC affordable housing
The job in one minute
Who owns it
The compliance manager, with the property manager signing as owner's agent, the leasing agent collecting signatures, and a staff accountant posting the new rent.
How often
Every household, every year, plus interims as income changes. The Process Atlas plans 10 to 40 hours a week for each piece at 100 to 1,000 regulated units. Hours are planning estimates.
Why it hurts
The calendar is unforgiving. HUD's handbook sets three reminder notices and a cutoff on the 10th day of the 11th month, and nobody's calendar says so. The paperwork is heavy: forty pages of pay stubs, bank statements and award letters per file.
The rules are moving. HOTMA brings a second rule set on a date HUD keeps revisiting, and the new TRACS format is still in draft. A file has to know which day it is.
Systems it touches
The agent works the platform's affordable module and pulls EIV inside a named specialist's own session. It never holds a shared HUD ID.
- Yardi Voyager
- RealPage
- MRI
- AppFolio
- Entrata
- EIV through HUD Secure Systems
- TRACS
- State agency portals
- Screening service
- Outlook
- Excel
- SharePoint
12 steps · 6 actions · 5 decisions · 1 human reviews
The workflow, step by step
Action Decision Human review Select a step in the flowchart to jump to it.
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Action · Agent
Each night, list households by anniversary and compute every notice date and the cutoff.
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Action · Agent
Send notices from the platform's templates and file a dated copy.
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Decision · Agent
Response received? Advance to the next reminder or the third-notice path.
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Action · Agent
Collect documents from uploads and scans; read income and asset figures into fields, each tied to its page.
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Action · EIV
Pull the EIV Income Report and save it to the file.
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Decision · EIV
Compare EIV with reported income; a gap over the policy threshold goes to review.
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Action · Agent
Send third-party verification requests where the rule set requires them.
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Decision · Agent
Pick the rule set by effective date, then compute income, assets, deductions, tenant rent and assistance.
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Decision · Agent
Apply the utility allowance in force on the effective date.
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Human review · The specialist
The specialist checks the worksheet with every source document beside it.
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Action · TRACS
Prepare the 50059 or tax credit certification for signatures, then queue it in the next TRACS batch.
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Decision · TRACS
Next morning, read TRACS responses; fix known error types by rule and route the rest.
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✓ Done
Rules vs judgment
When HUD changes a value, it is one table row with an effective date, not a formula buried in a spreadsheet.
| Exact rule | The model reads | A person decides |
|---|---|---|
| Notice dates, cutoffs, anniversary math | Pay stubs, award letters, bank statements | Every certification before signatures |
| Income, asset, deduction and rent formulas | Handwritten employer verifications | EIV discrepancies and unreported income |
| Rule set chosen by effective date | EIV pages against household documents | Termination of assistance for nonresponse |
| Yearly limits and utility allowance lookup | TRACS error text | Owner choices in the tenant selection plan |
When it stops
Detected
- 01
One row changes and files re-sort on the next run.
- 02
The household gets a request for a clearer copy while the notice clock keeps running.
Routed
- 03
A person confirms before any notice goes out.
- 04
Consent forms and screening are requested and the file waits.
Resolved
- 05
That record is held and the rest transmit.
- 06
Only the failed records return to the queue.
What you end up with
A tenant file a reviewer can read start to finish: every notice with its date, every source document with extracted values, the EIV report, the rule set version and worksheet, the specialist's review, the signed form, and the TRACS response.
Questions
Should we build the HOTMA rule set now?
Yes, as a separate rule set keyed to effective dates. Test it against manual results on real files and keep the current set live until HUD's date is final.
Can the agent pull EIV reports?
It works inside a named, authorized user's session, records whose session it used, and gets one-time codes from that person. Confirm the setup with your EIV coordinator first.
Which files should we test first?
Households near the asset threshold, households with gig income, and units layered with tax credits and Section 8.
More in Workflows
- Bank Rec & Month-EndProperty Management
- CAM ReconciliationProperty Management
- Delinquency & Late FeesProperty Management
- HOA ViolationsProperty Management
- Move-Out & DepositsProperty Management
- Owner StatementsProperty Management
- Application ScreeningProperty Management
- Utility Bills & RecoveriesProperty Management
No prompts. No babysitting. No Integrations.