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Questions and Answers
How many forms can I submit at
once?
For practical reasons, we recommend that you do not upload more
than 1,000 forms or 5 Megabytes of data in the same file. Larger files with many
errors may exceed the maximum file size of the error report. You may upload as
often as you choose.
What happens to my file when I upload
it?
When you upload a file, the system puts it in a queue of all files
received in the order received. There are 12 processors simultaneously processing
12 upload files. There is logic that will not permit the same HA's uploads to
be processed on more than one of the twelve processors at the same time. (This
prevents large PHAs from crowding out smaller ones.) When the processing is completed,
an Error Report is produced and the upload ticket says "Completed" in the ticket
listing. The new submission replaces the "current" record, which is transferred
to the "history" tables.
How often do I need to submit
Form-50058 reports?
On November 30, 2011, HUD issued PIH
Notice 2011-65 on "Timely Reporting Requirements of the Family Report (form
HUD-50058 and form HUD-50058 MTW) into the Public and Indian Housing Information
Center." This notice states:
"Reports must be submitted no later than 60
calendar days from the effective date of any action recorded on line
2b of the form HUD-50058 or form HUD-50058 MTW. HUD will monitor timeliness of
reporting and may sanction a PHA for late reporting. PHAs are also required to
submit a form HUD-50058 each time the PHA takes an action (particularly
an interim reexamination) that corresponds to an applicable code in Section 2a
of form HUD-50058 or form HUD-50058 MTW."
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What references do I need for Form 50058?
There are
four handy references to use when working with Form 50058 uploads and error reports.
They are:
- Form 50058 itself.
- Form
50058 Instruction Booklet.
- Form
50058 Technical Reference Guide (latest edition) MTW
Technical Reference Guide.
-
Form 50058 Error Codes.
Do I need to include
the mailing address in each Form 50058?
The mailing address is optional.
To include a mailing address, 5b must equal "N" and 5c must contain the mailing
address.
Why won't field 5a correct a Public Housing
unit address?
Field 5a (physical address) is only intended for vouchers-the
physical address at which the voucher is used may change. Public housing units
have a fixed physical address, which is stored with each entrance in the Development
module.
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What kinds of
corrections are there?
There are two different categories of corrections:
- Corrections submitted in Form 50058 where
- Field 2c
= “Y” and 2d indicates the type of correction or
- 2. The user
VOIDs the submission and resubmits the Form 50058 with the corrected information;
-
2. Corrections made to identification data (SSN or Alternate ID) using the Tenant
ID Management module.
What is a "current"
record?
A "current" record is the last and most recent record received
concerning the household. When a submission is received, it becomes the new "current"
record and the previous "current" record is moved to "history."
How
do I submit a correction?
To correct a "current" record, submit a Form
50058 in which: the effective date is the same; field 2c = "Y" and field 2d indicates
the type of correction being made; and the incorrect information is replaced with
the correct information.
This only works for the "current" record. This
cannot be used to correct the head of household's (HOH's) social security number
(SSN) or Alternate ID (AID) number. The HOH SSN or AID can be corrected in one
of two ways:
- If it is the first report for the HOH, the user
can VOID and resubmit a corrected Form 50058.
- When the HOH appears in
the Invalid Tenant ID Report, change all instances of the incorrect SSN or AID
using the Tenant ID Management tool.
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What
is a fatal error? What is a warning error?
IMS/PIC Form 50058 recognizes
two types of errors. A "fatal" error is the kind of error that is so serious that
it stops the processing of the submission for that household. A "warning" error
does not stop the processing of the submission for that household and is considered
to be a "heads up" to the user to ensure that the value submitted is correct.
Example: The head of household date of birth indicates the resident is 109 years
old. This is possible but unlikely, so it is processed but receives a warning
error. If the user checks and finds that the year of birth was reversed "1988"
to "1898"(which would account for the 109 years instead of the correct 19 years),
the user should submit a correction to the tenant date of birth.
Do
I have to correct warning errors?
Warning errors are processed normally
by IMS/PIC Form 50058. The warning is calling the user's attention to an unusual
value that may be incorrect. If it is incorrect, it should be corrected. If the
value originally entered is in fact correct, then no further action is necessary.
Do I have to correct fatal errors?
Almost all fatal
errors must be corrected because the Form 50058 containing the fatal error was
not processed. Exceptions to the correction requirement are situations where the
IMS/PIC data is already saying what the Form 50058 is trying to make it say. Example:
Error 4172 (Required household record for End of Participation could not be found).
The user was trying to do an EOP but the tenant is already moved out in IMS/PIC,
so no further action is required. These generally occur when there are duplicate
submissions (forms submitted more than once.)
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How quickly do I have to correct errors?
There is
no required timing, but the sooner the better. If subsequent uploads are submitted
before the errors in previous uploads are corrected, the situation may become
further confused. In addition, since IMS/PIC must receive submissions in chronological
order for a household, the present record must be corrected and successfully re-submitted
before additional submissions with a later effective date are processed.
I
submitted a Form 50058 with a special program code of FUP on Line 2n but received
a warning error that the code needs to be FUPF or FUPY. Why is FUP no longer a
valid special program code? What do the new codes mean?
The Fiscal
Year 2010 Notice of Funding Availability for the Family Unification Program
modified the reporting requirements for agencies receiving grant funding through
the Family Unification Program. The NOFA requires that:
"All successful
applicants (including MTW agencies) must report the usage of voucher funds under
this funding announcement through required submissions of the form HUD-50058,
Family Report. PHAs must enter the following program codes: (1) "FUPF"
for families who are assisted with vouchers under this funding announcement, and
(2) "FUPY" for youths who are assisted with vouchers under this funding
announcement. The program code should be entered in line 2n of the Family Report.
PHAs must maintain this code on the form HUD-50058 for the duration of the family's
participation in the HCV program. HUD's assessment of PHA compliance under this
funding announcement will be based on PIC system data."
Currently,
submission of a Form 50058 with the special program code FUP on line 2n generates
a warning error. With a future release, however, it may be changed to a fatal
error.
Which errors should I correct first?
There
are no firm answers, but generally accepted best practices indicate that you should
clear up all errors in an upload batch before you upload another batch. If you
must prioritize, fatal errors always come first.
Can
I mix public housing and voucher forms?
Yes, you may if it fits your
business processes.
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How
do I read the error report?
The first six reports display the errors
in different ways. The first three are in html (viewable in a browser). "HTML"
includes all fatal and warning errors. "HTML-WARNING" includes only warning errors.
"HTML-FATAL" includes only fatal errors. The next three (XML, CSV, TXT) are the
same data as the first one in different formats (machine readable). The seventh
report (ANALYSIS) gives a percentage breakdown of each kind of error present in
the upload.
Within the error reports, let's look at the "HTML" report.
The first part is a summary of what was uploaded and what was accepted: number
of 50058 submitted, number accepted, number with fatal errors, etc. Below the
summary, you find a listing of individual errors. For each record with an error,
the gray block contains standard information about the record. If you have been
granted special system privileges, you will be able to see the full name and full
SSN. Otherwise, you will see the first initial, the last name and the last four
digits of the SSN. The gray block also shows the effective date and the action
code. Below the household's gray block, the system lists the errors: Specific
error number and its description and the contents of the field in question.
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What are user-defined fields in Form 50058?
There
are five fields in Form 50058 that are free for each HA to use as it pleases.
Fields 2q, 2r, 2s, 2t, and 2u are fields that may be used by HAs to upload any
information and they are available for download using the Adhoc Reporting. The
fields are of varying sizes. HAs may use them in any way that supports or enhances
their business process. The field sizes are defined in the Technical
Reference Guide.
Why can’t I see the whole
SSN and name?
Most users will only see the First Initial, Last Name,
month and year of birth, and last four digits of the SSN. This is a Privacy Act
protection. If you have been granted "Special System Privileges" in the Security
Administration sub-module, you will be able to see the whole SSN and the full
name and date of birth.
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Do
Form 50058 errors count against our PHA?
Form 50058 errors do not count
against your agency but fatal errors, which mean that a household has not been
reported, can count against your agency's reporting rate.
What
if the other PHA won’t void an error?
In some situations, two
or more PHAs will need to cooperate to resolve an issue. If the PHAs cannot reach
an agreement, a PHA may ask the HUD Field Office Director and the Executive Director
of the other PHA to assist in clearing up the matter. State your problem in writing
to the HUD Field Office Director. Ask for help.
What
if it says “In Process” for days?
This is a system problem.
Something has hung up the processing of your file. Please report this situation
to your PIC Coach and the TAC.
What is the deadline
for Form 50058 monthly report data?
Unless there is a conflict with
other scheduled system activities, on the first Friday after the end of the preceding
month, the monthly summarization process begins at 8 pm EST. This process produces
the Form 50058 monthly reports. PHAs must transmit Form 50058 by Midnight on the
Thursday before the first Friday of the following month for inclusion in the summarization
process. Only forms with effective dates which fall in the report range will be
included in the reports.
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What
is summarization?
The summarization process includes the collection
of data and generation of percentages and averages for the Reports sub-module
of the Form 50058 module. PHAs must transmit Form HUD-50058 by Midnight on the
Thursday before the first Friday of the following month for inclusion in the summarization
process. In addition, forms must have an effective date that falls within the
report date range. On the first Friday evening of the following month, the Form
50058 module begins the summarization process. This process takes 30-40 hours
after which you can access the Form 50058 module monthly reports for the previous
month.
Example: If you transmit Form HUD-50058 data during the month of
April and May 1st falls on Tuesday, the Form 50058 module must receive data by
Midnight (EST) on Thursday, May 3 for inclusion in your April monthly reports.
The summarization process begins the first Friday in May (May 4th in this example)
and usually is completed by mid-day Sunday. Until this summarization process is
completed, the PHA can only access March reports. After the summarization process
is completed, you can access April reports.
How is
the reporting rate calculated?
The reporting rate is calculated as
"50058 Received" divided by "50058 Required," expressed as a percentage. The definitions
for "50058 Received" and "50058 Required" vary by program type:
a. 50058
Received:
- Public Housing - Forms received successfully whose
effective dates fall within the 14-month reporting period with Program (1c)=P
and action types are New Admission (2a=1), Annual/Interim Reexamination (2a=2
or 3), Other Change of Unit (2a=7), Flat Rent Annual Update (2a=12), or Historical
Adjustment (2a=14).
- Vouchers - Forms received successfully whose effective
dates fall within the 14-month reporting period with Program (1c)=VO or CE and
action types are New Admission (2a=1), Annual/Interim Reexamination (2a=2 or 3),
Portability Move-In (2a=4), Other Change of Unit (2a=7), or Historical Adjustment
(2a=14).
- Mod Rehab - Forms received successfully whose effective dates
fall within the 14-month reporting period with Program (1c)=MR, Mod Rehab SRO
Program for Homeless (13b)=n or Mod Rehab SRO unit (not homeless program) (13c)=n
with action types of New Admission (2a=1), Annual/Interim Reexamination (2a=2
or 3), Other Change of Unit (2a=7), or Historical Adjustment (2a=14).
b.
50058 Required:
- Public Housing - The IMS/PIC Development sub-module
Unit Details screen total of all units noted as:
- ACC=Yes
- Unit
Submission Status Type = Initial Approval Completed
- Unit Status =
- “Occupied by Assisted Tenant” or
- Unit Submission
Status Type =
- Demo/Dispo Draft,
- Demo/Dispo Proposed or
-
Demo/Dispo Approved and
- Unit Status = “Occupied by Assisted Tenant”.
-
Vouchers - Total leased units from the Voucher Management System minus the number
of port-outs (Form HUD-50058 is submitted by the receiving PHA) plus the number
of port-ins (not included in VMS data but Form HUD-50058 submitted by selected
PHA). This allows adjustments for portability.
- Mod Rehab - The aggregate
of UNIT_MONTHS_LSD divided by 12 from the most recently submitted HUDCAPS Mod
Rehab Year-End Settlement Table (PAYH) whose YES_PROCESS_FLAG = 'Y' and the 6th
and 7th character of TRANS_NUMBER = 'MR' and XORGANIZATION does not end in 'AD'.
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How
can I remove a public housing unit from my "50058 Required"?
A public
housing unit is considered "50058 Required" if:
a. the IMS/PIC Development
sub-module Unit Details Screen total of all units noted as ACC=Yes and
b.
Unit Submission Status Type = Initial Approval Completed and
-
Unit Status = "Occupied by Assisted Tenant" or
- Unit Submission Status
Type = Demo/Dispo Draft, Demo/Dispo Proposed or
Demo/Dispo Approved and Unit
Status = "Occupied by Assisted Tenant".
Therefore, if a unit is NOT
occupied by an assisted tenant, it will not be counted as required. If it is not
an ACC unit, it will not be counted as required.
It
rejected a "problem" SSN. What's the fix?
There are several reasons
why a SSN might be rejected:
- It might be "algorithmically incorrect"
(it fails the Social Security Administration's current formula test for valid
number combinations.)
- It might be a duplicate within the system.
- It
might be invalid because it might not match the name and birth data on file in
the national Social Security Administration database.
- It might belong
to a deceased person.
The fix, which depends on which reason applies,
is described in the Form
50058 Tenant ID Management Job Aid. Further information is available in Chapter
5 of the Form 50058 Technical
Reference Guide.
Why is the system rejecting a
correct SSN?
There is a time lag of up to 3 months between when a local
Social Security Administration (SSA) office issues a SSN and when it is reported
to the national SSA database. IMS/PIC tests against the national database. If
the national database has not been updated, the validity test will fail. IMS/PIC
tests all non-validated SSNs once a month. The first time a suspect SSN is received,
it is not rejected. Instead the user gets a warning.
There is currently
a 4-month "grace" period for invalid SSNs. This means that, if an SSN is found
invalid on March 5, the record will be treated normally with no restrictions for
four months from that date or until July 5. If it is validated during the grace
period, then that is the end of it. If it is not validated at the end of the grace
period, the normal "lock" goes into effect. Then, until the reason is cleared
up, the system will not accept further forms for that household (except VOID or
EOP).
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What does “Invalid
Alt ID” mean?
It means that the personal information (name, gender,
date of birth) used to generate the Alternate ID (AID) do not match the Form 50058
information being submitted with the AID. The personal information can be updated
(name change, birth date correction) or another AID can be generated with the
correct personal information and the form resubmitted with the new AID.
What does "Duplicate personal data" mean?
It means
that two or more assisted individuals nationwide have the same first and last
names and birth dates. Although this is possible, it is unusual. This situation
requires that the management of the agency receiving the message communicate with
the agency containing the unit in which the possible duplicate resides in order
to determine whether they are the same individual or not. A designated responsible
management user can then certify in the Tenant ID Management sub-module that the
individual at his or her agency is not a duplicate. The certification must include
a reason why the person is certifying the tenant. The Possible Dup Tenant Report
will continue to list the individuals with "Cleared" by the name of the individuals
certified as non-duplicate until all are certified. They will then disappear from
the next day's Possible Dup Tenant Report.
What does
“Duplicate ID” mean?
Possible duplicates (same first and
last name and birth date) are flagged as "Duplicate Personal Data." Individuals
with the same ID number existing in IMS/PIC in different households (either at
the same agency or different agencies) are flagged as "Duplicate ID." Duplicate
IDs cannot be permitted because by law HUD can only house an individual in one
place at a time. In other words, only one household may have the ID at the same
time. One agency must fix the error by removing the individual from the lease
and from IMS/PIC or by replacing the Social Security Number, changing the Alternate
ID to a Social Security Number, etc. This is a common occurrence with shared custody
of children after a separation but the children may only be listed on one lease
at a time.
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Can I cancel
a submission?
No. Once a file has been uploaded, you must let the system
finish processing it. After processing is completed, you may submit individual
VOIDs (action 15) for any or all of the records in the upload batch.
Can I move a non-MTW tenant to MTW?
If you are an
MTW agency, all of your tenants should have already been either converted or cleared
from 50058 to MTW. If you are porting someone in on a voucher from a 50058 agency,
the system will generate an automatic port out for the other agency at the end
of the month you report the port in. If you are admitting a tenant to public housing,
the system will generate an automatic EOP for the other agency at the end of the
month you report the New Admission. The "overlapping date" functionality (automatic
EOP and Port Out) now works between 50058 and MTW agencies (either direction).
Can I move an MTW tenant to non-MTW?
If you are a
50058 agency, all of your tenants should be in 50058 format. If you are porting
someone in from an MTW agency, the system will generate an automatic port out
for the other agency at the end of the month you report the port in. If you are
admitting a tenant to public housing from MTW voucher, the system will generate
an automatic EOP for the other agency at the end of the month you report the New
Admission. The "overlapping date" functionality (automatic EOP and Port Out) now
works between 50058 and MTW agencies (both directions).
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How do I round calculations on the Form HUD-50058?
Round
at each step of the calculation. Round each monetary value up when the number
is .50 or more and round down when the number is .49 or below. For further information,
please see the Form
HUD-50058 Instruction Booklet.
Do PHAs need to complete
a Family Self Sufficiency exit for an End of Participation?
Yes, PHAs
must complete a Family Self Sufficiency (FSS) exit for an End of Participation.
It must be done prior to or with the End of Participation submission. The Form
50058 module does not automatically create an FSS Exit when a PHA reports End
of Participation for a family.
How do PHAs make sure
they complete timely annual reexaminations for all families and avoid a penalty
for unreported families without housing to the Form 50058 module?
In
IMS-PIC, there is a monthly report called the Re-examination Report, which lists
every household in the program selected and how many months it has been since
their last re-examination.
The Office of Public and Indian Housing (PIH)
recommends that PHAs complete the annual reexamination and notify the family and
owner one month or more in advance of family contribution and subsidy changes.
The PHA submits a Form 50058 via the Submission sub-module one month before the
effective date of action. At the time of submission of the Form 50058, a family
who plans to move on the date of their annual reexamination should receive an
"Annual Re-exam Searching" in place of an annual re-exam.. The family may live
temporarily without housing during the search period for a new unit. The annual
re-exam searching means they will not be counted as a late re-exam. When the family
locates a unit, the PHA must report the new annual reexamination for that unit.
If the family's circumstances change, the PHA updates the family data. The PHA
now reports the new unit and rent with the new effective date of action. This
approach ensures that PHA reporting rates do not drop and permits the next required
annual reexamination to coincide with the Housing Assistance Payments (HAP) Contract
anniversary date at the new unit.
Is the payment standard
applicable to OFTO tenants?
Yes, the payment standard for Over-FMR Tenancy
Option (OFTO) reflects the Fair Market Rent (FMR) or HUD approved exception rent.
HUD must approve exception rent within an FMR area.
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How
does a PHA receive Fair Market Rent (FMR) information?
HUD distributes
FMR information to Field Offices via the Federal Register each October. Field
Offices should forward this information to all PHAs.
What
is FRS?
Family Reporting Software (FRS) is a single-user program distributed
by HUD as freeware (no cost to download and use) for PHAs to use to format and
prepare tenant data files for upload in IMS/PIC's Form 50058 Submission sub-module.
What
version of FRS should PHAs use?
PHAs who use FRS must use FRS 4.0 and
download the latest "patch" file to keep FRS up to date. Versions of FRS before
FRS 4.0 are no longer valid, because HUD Form 50058 has changed significantly.
Patch files are updated with each PIC release that modifies Form 50058 in any
way. Download the patch file to update FRS and keep it current.
How
can I download the latest version of FRS?
You can download the latest
version of FRS 4.0 and the latest
patch, which is cumulative, from the FRS 4.0 webpage.
What
is Multi-HA FRS 4.0?
FRS 4.0 enables users to capture, collect, maintain,
and submit data via FRS 4.0 for more than one PHA. Users can download the FRS
Multiple HA User Guide for more assistance.
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How do I upload my data?
You upload your data files in IMS/PIC in
the Form 50058 Submission sub-module. You must have a WASS User ID and be granted
access to upload files by your local Security Coordinator.
Who
do I contact if I have problems with my upload?
If you have problems
with your upload:
- Review your transmission error reports in IMS/PIC.
- Review the Form
50058 Submission User Manual.
- Review the error explanation in the
Error Codes (download from Form 50058 pages.
- Contact your PIC Coach.
Is there a time of day when I cannot submit my
Form HUD 50058 data?
No, you can submit Form HUD 50058 data any time
via the Internet. However, if you submit a large amount of data, submit the data
in the early morning or late evening to avoid heavy traffic on the Internet. The
busiest time of the day is between Noon and 6 PM (EST).
What
does the error message mean when the server is down?
Users cannot access
the server due to technical problems. If you experience this error, please contact
the PIC Coach in your local field office.
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How
do I know if the Form 50058 module received my transmission?
If you
upload data, you will receive an Error Report for that upload (usually after about
30 minutes for processing). Your upload and its corresponding error report are
identified by an upload ticket number. Click on the "Reports" tab in Form 50058
Submission sub-module and click the upload ticket number link for that upload.
The error report is provided in multiple formats; choose the one that best fits
your situation. There are two types of errors: "Fatal" errors that stop processing
of the form and "Warning" errors that call attention to a piece of questionable
data but that do not stop processing of the form.
When
a PHA sends two submissions in the same 24 hour period, are they summarized separately
or together in the Error reports?
The Form 50058 module displays an
Error and Error Analysis report for each upload ticket, regardless of the number
of uploads in that day. Submit your data by 4 PM (EST) to ensure that the Form
50058 module processes the data on the same day. If the Form 50058 module rejects
the upload, you will receive a reject error file notice for each rejection.
Does
the Form 50058 module process submissions according to size?
No, the
Form 50058 module does not process submissions by size. It processes data around
the clock on in order of submission. In addition, processor logic will not let
a very large PHA monopolize the processing servers.
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