Form 50058 Tenant ID Management FAQs - IMS-PIC

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Contents

	How do I get an Alternate ID?
	When do I need an Alternate ID?
	Why do I sometimes but not always get a fatal error for an ID?
	Why do I get a fatal error for a valid SSN?
	Where can I find the tenants with invalid IDs?
	Where can I find the duplicate tenants?
	How can I certify a tenant as non-duplicate?
	When and how can I replace a tenant ID?
	What did my tenant ID replacement fail?
	Can I replace the ID for any household member?
	What does “Invalid Alt ID” mean?
	What does “Duplicate personal information” mean?
	What does “Duplicate ID” mean?
	What does “algorithmically incorrect SSN” mean?
	How can I correct Alt ID personal information?
	How do I use the Possible Dup Tenant Report?
	How do I use the Invalid Tenant ID Report?
	How do I use the Tenant ID Modification Report?
	Why not just give everyone an Alt ID?
	How do I handle a shared-custody situation?
	What does “Removed” mean in reports?

Browse Questions and Answers

How do I get an Alternate ID?

An HA User with appropriate access in Tenant ID Management can generate an Alternate ID by providing the required information about the individual (full name, gender, date and place of birth, ethnicity and race information, reason for no SSN, alien registration number (if applicable), declaration of 214 status, and noting what supporting documentation was presented, then clicking “Generate”.

When do I need an Alternate ID?

The Alternate ID (AID) is applicable in two situations:

1. When a person has no SSN and is housed but prorated out of the subsidy, the AID may be used indefinitely, provided other laws and regulations are not violated.
2. When a person has no SSN or the SSN is indicated as Invalid by the SSA in the Invalid Tenant ID Report, then the temporary work around is to generate an AID and use it for a matter of months until the SSN problem can be sorted out. Using an AID removes access to EIV information for that individual and so should be short term.

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Why do I sometimes but not always get a fatal error for an ID?

Tenant ID Management is based on the principle that IMS-PIC will accept the suspect ID the first time it is received but will warn the user in a warning error and in the Invalid Tenant ID Report that the ID is either suspect or outright failed validation. When this happens the first time, it is just a warning error and the household is flagged. Any further submissions for that household will receive a fatal error unless the flag has been removed. The way of removing the flag depends on the reason for questioning its validity. The following chart shows the possibilities. Please bear in mind that there is a time lag of up to three months between the issuance of an SSN in a local SSA office and its subsequent appearance in the national SSA database against which IMS-PIC does the validity testing. This means that a valid SSN can fail validation for up to almost four months.

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Why do I get a fatal error for a valid SSN?

There is a time lag of up to three months between the issuance of an SSN in a local SSA office and its subsequent appearance in the national SSA database against which IMS-PIC does the validity testing. This means that a valid SSN can fail validation for up to almost four months. HUD has no control over this time lag. The system will continue trying to validate the SSN each month until successful or the tenant’s ID number is modified.

Where can I find the tenants with invalid IDs?

When the tenant IDs are first submitted, the Form 50058 Error Report will indicate a warning error for any new suspect SSNs or AIDs. Thereafter, these IDs will appear in the nightly Invalid Tenant ID Report until the problems are resolved.

Where can I find the duplicate tenants?

The Possible Dupe Tenant Report lists all individuals with possible duplicate identities due to the same personal information (name, gender and birthdate) or duplicate identities due to duplicate ID numbers (SSN or AID). The report display both individuals and indicates their agency’s HA Code.

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How can I certify a tenant as non-duplicate?

If an individual is listed in the Possible Dupe Report with “Duplicate Personal Information”, after appropriate investigation, typically a call to the other agency to compare information, you can access the Alternate ID tab in Tenant ID Management, click the Duplicates subtab on the right side, then enter the tenant name or ID and click Search. When the names appear, click your tenant’s radio button, enter an explanation why you say they are not the same person, then click “Remove”. Until the other agency does the same, your tenant will appear in the report with status of “Removed”. When both (all, if more than two) agencies have clicked Remove, the flags are removed from the households, the names are removed from the report (overnight) and they can be processed normally.

When and how can I replace a tenant ID?

You can replace an AID with an SSN any time. All other changes require that the invalid ID appear in the Invalid Tenant ID Report

What did my tenant ID replacement fail?

Tenant ID replacements may fail for several reasons.

1. Replacement fails because the ID is in use by someone in the system. Solution: Investigate whether the person is already in with the correct ID.
2. ID was already replaced. It is a duplicate. No action required.
3. No record found with this ID for correction. Might be a duplicate already done or may be incorrect information about the old ID.

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Can I replace the ID for any household member?

Yes. You can replace an AID with an SSN at any time. All other ID issues must appear in one of the two ID reports: Invalid Tenant ID Report or Possible Dupe Tenant Report, before you can replace them.

What does “Invalid Alt ID” mean?

It means that the personal information (First and last name, gender, or birthdate) does not match the personal information entered when the AID was generated. It is possible to correct errors in the personal information entered when the AID was generated.

What does “Duplicate personal information” mean?

It means two people in different household and perhaps different agencies have the same first and last names and birthdates. They may or may not be the same person. Agency officials must communicate with the other agency and compare known facts (physical description, present at both agencies at the same time, etc.) to determine whether the individuals are the same person. If they are not, each agency can certify that they are not the same person.

What does “Duplicate ID” mean?

The same ID number (SSN or AID) is being used in more than one household. This can never be true. Typically, the individual moved out of one unit and into another and the agency did not remove the person from the first lease. Other possibilities include user typographical error or fraud. In case of shared custody, the child must be removed from the non-custodial parent’s lease and added to the custodial parent’s lease each time the child moves.

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What does “algorithmically incorrect SSN” mean?

The SSA publishes an algorithm (formula) that defines all of the valid number combinations in effect for the month. All SSNs are tested upon receipt against the validation algorithm. If the SSN fails the algorithm, the user will get a warning error the first time it happens. This means the SSN in question is not in the valid range according to the current month’s algorithm.

How can I correct Alt ID personal information?

In the Tenant ID Management submodule, under the Alternate ID tab, click the Replace ID subtab. At the bottom of the radio button options, click the one labeled Other Data. Enter the Tenant AID and click Search. The system will display the data entered at the time the AID was generated. You can generally change one or two data elements (not all) and click Save. If the data now agrees with the last Form 50058 submission, then the tenant will be removed from the report overnight.

How do I use the Possible Dup Tenant Report?

The Possible Dupe Tenant Report tells you if you have any household members that are possibly duplicated elsewhere. The other agency’s duplicate is also listed in your report and your tenant is listed in the other agency’s report. Both agencies must compare available information to determine whether they are the same person or not.

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How do I use the Invalid Tenant ID Report?

The Invalid Tenant ID Report tells you all of the tenant IDs that have been found to invalid for one of the reasons below. Unless it is a time lag problem for a newly issued SSN, all other validity problems must be corrected.

1. “Algorithmically Incorrect” in the Invalid Tenant ID Report. Invalid SSN based on SSA validity formula. HUD uses a validity formula updated monthly by the SSA projecting which number groupings have been used or will be used during the month to assign SSNs.
2. “Invalid SSN” in the Invalid Tenant ID Report based on direct, monthly SSN validation by the SSA Based on a direct comparison of last name, birthdate, and SSN with the national SSA files.
3. “Invalid Last Name” in the Invalid Tenant ID Report based on direct, monthly SSN validation by the SSA Based on a direct comparison of last name, birthdate, and SSN with the national SSA files.
4. “Invalid DOB” in the Invalid Tenant ID Report based on direct, monthly SSN validation by the SSA Based on a direct comparison of last name, birthdate, and SSN with the national SSA files.
5. “Invalid Deceased” in the Invalid Tenant ID Report based on direct, monthly SSN validation by the SSA Based on a direct comparison of last name, birthdate, and SSN with the national SSA files.
6. “Invalid AID”. Invalid AID based on name and birth date validation against the AID assignment table. This will appear as “Invalid AID” in the “Invalid Tenant ID Report”. Based on a direct comparison with the data provided at the time the AID was originally generated by the PHA.
7. “Duplicate ID” . Duplicate tenant IDs (SSNs or AIDs) in more than one current record. These duplicate tenant IDs will appear in the Possible Dup Tenant Report. The same tenant ID is appearing more than once as a current tenant, which cannot possibly be true.
8. “Duplicate Personal Data”. Possible duplicate tenants based on having the same name and birth date in different PHAs. Two or more matching records in the Possible Duplicate Tenant Report. Based on a comparison of names and birthdates in current Form 50058 records. Must be resolved by PHA comparison of other tenant data and physical description to resolve whether these are really duplicates.
9. “Invalid Last Name” in the Possible Duplicate Tenant Report, based on a test of the contents of the last name field. If it contains numerals or illegal characters, it will be flagged as invalid. Upper and lower case letters, commas, periods, and hyphens are the only characters permitted in the last name.

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How do I use the Tenant ID Modification Report?

The purpose of the Tenant ID Modification Report is to provide a record of which ID modifications were processed successfully and which ones failed.

Why not just give everyone an Alt ID?

This would make it impossible to match income data for the household in EIV third-party verification. Except for individuals not eligible for subsidy (prorated households), all other AIDs should be short-term use (less than 12 months).

How do I handle a shared-custody situation?

In case of shared custody, the child must be removed from the non-custodial parent’s lease and added to the custodial parent’s lease each time the child moves. By law, no one may receive housing subsidy at more than one location.

What does “Removed” mean in reports?

The Possible Dupe Tenant Report displays “Removed” under the Possible Dup Type column (right side of report) when the agency has certified that its tenant is not a duplicate. Both names remain in the report until both agencies have certified.