Form 50058 Submission FAQs - IMS-PIC

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Contents

	How many forms can I submit at once?
	What happens to my file when I upload it?
	How often do I have to upload 50058 data?
	What references do I need for Form 50058?
	Where can I download the references from?
	Do I need to send the mailing address in each Form 50058?
	Why won’t field 5a correct a PH unit address?
	What kinds of corrections are there?
	What is a “current” record?
	How do I send a correction?
	What is a fatal error? What is a warning error?
	Do I have to correct warning errors?
	Do I have to correct fatal errors?
	How quickly do I have to correct errors?
	Which errors should I correct first?
	Can I mix public housing and voucher forms?
	How do I read the error report?
	What are user-defined fields in Form 50058?
	Why can’t I see the whole SSN and name?
	Are there any errors I don’t need to correct?
	Do Form 50058 errors count against our PHA?
	What if the other PHA won’t void an error?
	What if it says “In process” for days?
	What is the deadline for monthly report data?
	How is the reporting rate calculated?
	It rejected a “problem” SSN. What’s the fix?
	Why is it rejecting a correct SSN?
	What does “Invalid Alt ID” mean?
	What does “Duplicate personal information” mean?
	What does “Duplicate ID” mean?
	Can I cancel a submission?
	Can I move a non-MTW tenant to MTW?
	Can I move an MTW tenant to non-MTW?

Browse 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 during the day 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 the large PHAs from crowding out the 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 “history” tables.

How often do I have to upload 50058 data?

There is no hard and fast rule but, in general, it is a good practice to upload at least monthly. Larger agencies may upload more often, even many times per day. There is no limit to the number of times per day.

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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:

1. Form 50058 itself.
2. Form 50058 Instruction Book.
3. Form 50058 Technical Reference Guide (latest edition).
4. Form 50058 Error Messages.

Where can I download the references from?

Each can be downloaded from the Forms, Guidebooks, and Tools page.

Do I need to send 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. If you have address problems in your public housing units that show up in RASS Reports, a quick fix is to submit mailing addresses in Form 50058 because RASS uses mailing addresses as its first choice.

Why won’t field 5a correct a PH unit address?

Field 5a (physical address) is only intended for vouchers, whose physical address can change. Public housing units have a fixed physical address, which is stored with each entrance in the Development submodule.

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What kinds of corrections are there?

There are two different categories of corrections:

1. corrections submitted in Form 50058 where
   1. Field 2c = “Y” and 2d indicates the type of correction or
   2. The user VOIDs the submission and resubmits it with the corrected information;
2. Corrections made to identification data (SSN or Alternate ID) using the Tenant ID Management submodule.

What is a “current” record?

The “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 send a correction?

To correct a “current” record, submit a Form 50058 with the same effective date, field 2c = “Y” and field 2d indicates which type of correction is being made and replace the incorrect information with the correct information. This only works for the “current” record. This cannot be used to correct the HOH’s (head of household’s) SSN or Alternate ID number. The HOH SSN or AID can be corrected in one of two ways:

1. If it is the first report for the HOH, the user can VOID and resubmit a corrected Form 50058,
2. 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 it stops processing of the submission for that household. A “warning” error does not stop processing of the household and is considered to be a “heads up” to the user to ensure that the value submitted is correct. Example: Head of household date of birth indicates she is 109 years old. Possible but not likely so it gets a warning error. It is processed but 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.

Do I have to correct fatal errors?

Almost all fatal errors must be corrected because the form with the fatal error was not processed. Exceptions to the correction requirement are situations where the IMS-PIC data already is 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 duplicated 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 because you do not want subsequent uploads to further confuse the situation before you make the corrections for the previous upload. In addition, since IMS-PIC must receive things in chronological order for a household, nothing else should be processed with a later effective date for the household until the present record is corrected and successfully submitted.

Which errors should I correct first?

There are no firm answers but generally accepted best practices indicate 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 are the same data as the first one in different formats (machine readable). The seventh report 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 submitted, number accepted, number with fatal errors, etc. Below the summary, you find listing of individual errors. For each record with an error, the grayed block is 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 grayed block shows the effective date and the action code. Below the household’s grayed block the system lists the errors: Specific error number and its description and the contents of the field in question.

In the example above, the HA was trying to submit an Interim Re-exam (action 3) effective 12/01/2007. However, the HA has never successfully submitted a move-in (action 1-New Admission or Action 4-Port In) for the household. First they must submit the move-in. Then re-submit the Interim Re-exam. (Name in example changed to protect privacy.)

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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 through 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 submodule, you will be able to see the whole SSN and the full name and date of birth. Not everyone needs to see or has business seeing the full identity. Maintenance staff, receptionists, telephone operators and others need limited or no access to privacy data.

Are there any errors I don’t need to correct?

Almost all fatal errors must be corrected because the form with the fatal error was not processed. Exceptions to the correction requirement are situations where the IMS-PIC data already is 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 duplicated submissions (forms submitted more than once).

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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?

This is a difficult situation. We recommend you get the HUD Field Office Director and the other Executive Director involved 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 REAC TAC.

What is the deadline for monthly report data?

In the IMS-PIC business, we have a term called the “First Friday”. This refers to the first Friday after the end of the preceding month. 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 takes from 30 to 40 hours and produces the monthly Form 50058 monthly reports at its conclusion.

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How is the reporting rate calculated?

The reporting rate is 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:

1. 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).
2. 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).
3. 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:

1. Public Housing – The IMS Development sub-module Unit Details Screen total of all units noted as:
   1. ACC=Yes
   2. Unit Submission Status Type = Initial Approval Completed
   3. Unit Status =
      1. “Occupied by Assisted Tenant” or
      2. “Not Reported” or
   4. Unit Submission Status Type =
      1. Demo/Dispo Draft,
      2. Demo/Dispo Proposed or
      3. Demo/Dispo Approved and
      4. Unit Status = “Occupied by Assisted Tenant”.
2. 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.
3. 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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It rejected a “problem” SSN. What’s the fix?

There are several reasons why an SSN might be rejected:

1. It might be “algorithmically incorrect” (it fails the SSA’s current formula test for valid number combinations.
2. It might be a duplicate within the system.
3. It might be invalid
4. It might not match the name and birth data at the SSA
5. It might belong to a deceased person
6. The fix, which depends on which reason applies, is described in the Form 50058 Tenant ID Management Job Aid, which can be downloaded from the Technical Support page.

Why is it rejecting a correct SSN?

There is a time lag of up to 3 months between when a local SSA office issues an 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. Until the reason is cleared up, the system will not accept further forms for that household (except VOID or EOP). Any other action will be rejected unless the reason is cleared up.

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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 AID do not match the 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 information” mean?

It means that two or more household members nationwide have the same first and last names and birth dates. Although this is possible, it is unusual and requires agency management to communicate with the other agency having the possible duplicate to determine whether they are the same individual or not. Senior user then can certify in Tenant ID Management submodule that the individual at his or her agency is not a duplicate. The Possible Dupe Report will continue to list the individuals with “Cleared” by the name of ones certified non-duplicate until all are certified. Then they disappear from the next day’s report.

What does “Duplicate ID” mean?

Duplicates are displayed together in the Possible Dupe Tenant Report. 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 a different household either at your agency or another agency are flagged as “Duplicate ID”. Duplicate IDs cannot be permitted because by law HUD can only house any individual one place at a time. In other words, only one household may have the ID at the same time. The other agency(ies) must remove the individual from the lease and from IMS-PIC.

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Can I cancel a submission?

No. Once it has been uploaded, you must let the system finish processing an upload file. After processing is completed, you may submit VOIDs (action 15) for any or all of the records in the upload.

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 from a 50058 agency, the other agency must first process the port out. If you are admitting a tenant to public housing, the other agency must do an EOP. The “overlapping date” functionality (automatic EOP and Port Out) does not work between 50058 and MTW agencies.

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 other agency must first process the MTW port out. If you are admitting a tenant to public housing from MTW voucher, the other agency must do an MTW EOP. The “overlapping date” functionality (automatic EOP and Port Out) do not work between 50058 and MTW agencies.