Inventory Removals FAQs - IMS-PIC

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Content

	How can I delete buildings and units?
	How does Inventory Removal work?
	Can I submit a paper Form 52860?
	What do I do with attachments to the application?
	Why does it list the old Executive Director?
	What access role do I need to prepare an application?
	What access role do I need to submit an application?
	Where do I enter the acreage to be sold?
	How do I select a building or unit for removal?
	How do I change the building counts after removals?
	When can I remove the units?
	How do I actually remove the units?

Browse Questions and Answers

How can I delete buildings and units?

You cannot delete buildings and units. They can be deleted by a HUD Super User but only if the data should never have been entered into PIC( duplication or data entry error). Otherwise, existing buildings and units that have reached the end of their useful life or are being transferred to new ownership are removed by application to the SAC in Inventory Removals in accordance with regulations.

How does Inventory Removal work?

Inventory Removals are handled as follows:

1. When the building is no longer economically or programmatically viable, the PHA applies in IMS-PIC to remove it from inventory.
2. The Special Application Center (SAC) approves the removal request.
3. The PHA removes the units (e.g., disposition or demolition).
4. The PHA marks the building and units as “Removed” in IMS-PIC.
5. The HUD Field Office approves the removal, at which time the totals and subtotals for buildings and units are recalculated.
6. When all units in the development have been removed and the legal documentation has been completed to terminate the development, the development will be changed to “terminated” status in IMS-PIC by HUD headquarters.

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Can I submit a paper Form 52860?

In general, you must use the Inventory Removals submodule to prepare and submit and electronic application to the Special Application Center (SAC). When technical problems make it impossible to submit electronically, the SAC may make an exception. This is at the discretion of the SAC Director.

What do I do with attachments to the application?

Every section of the electronic version of Form 52860 (Application for Inventory Removal) can accept electronic attachments (MS *.doc, *.xls, *ppt, and *. rtf; scanned *.gif and *.bmp images and Adobe Acrobat *.pdf files; and *.txt files. Click the “Attach a document” link, enter a brief description of the document, click “Browse” to find the document, and click “Attach” to attach it. Anyone who can view the application can download a copy of the document.

Why does it list the old Executive Director?

The Executive Director’s name is taken from the Housing Authority submodule. If it is not up to date, it will show incorrectly in Inventory Removals. HA Contacts should be updated first, then enter the application. It should show the executive director incumbent at the time the application was submitted.

What access role do I need to prepare an application?

You must have an active account in IMS-PIC that has been assigned “Edit” role assigned in Inventory Removals.

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What access role do I need to submit an application?

You need an active IMS-PIC account with the “Submit” role in Inventory Removals in order to submit the application to HUD. HA staff members with “Edit” rights in Inventory Removals can help to prepare the application but cannot submit it.

Where do I enter the acreage to be sold?

The acreage can be added in the Development submodule by HUD staff at any time prior to submitting the application or the acres to be disposed can be entered in Section 5.A. of the removal application (Form 52860).

How do I select a building or unit for removal?

In the process of creating the application, Section 5 is where the building and/or units to be removed are listed. First select the development(s) to be included in the application. Navigate to Section 5, then click “Modify Section 5”. Under “Proposed Action by Building Type” you can select buildings in the left pane and transfer them to the right pane to indicate they are to be removed. Under “Proposed Action by Unit Designation” you may similarly select units in the left pane and move them to the right pane. It is generally best to select buildings as long as the building will be removed all at once. For homeownership applications, use the Proposed Action by Unit Designation (so the units can be sold off separately).

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How do I change the building counts after removals?

You do not change the building or units counts. They are all recalculated automatically by PIC when the actual removals are approved by the HUD field office.

When can I remove the units?

Once the application has been approved by the SAC, you may begin the removal process. HAs must follow the relevant regulations and directives concerning notifying and moving tenants before any removals may be done.

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How do I actually remove the units?

For removals, the HA user navigates to the approved application and clicks the “Remove from Inventory” tab. There is a 3-step process: An HA User enters the proposed removals and the Executive Director submits the completed transaction to the Field Office. The field office approves the transaction, which updates all subtotals and archives.

1. HA staff accesses the “Remove from Inventory” tab in the “Inventory Removals” Submodule. User selects the appropriate development. User adds a transaction to propose the removal of buildings/units from inventory. User enters an effective date for the transaction then selects the buildings/units in the left pane to move to the right pane to be included with the transaction. (Note: The system enables you to cut multiple buildings/units from the available inventory box and paste them into the Proposed for Removal from Inventory box. You do not have to select the buildings/units individually.) User then clicks the “Submission” subtab and submits the transaction for review by the Executive Director. After submitting the transaction, the user cannot edit it unless it gets rejected by the HA Executive Director.
2. The executive director (or designee with proper access), accesses the “Remove from Inventory” tab in the “Inventory Removals” Submodule, selects the “Review” tab and accepts or rejects the transaction. If accepted, the transaction goes to HUD for approval. If rejected, the transaction goes back to draft status for correction..
3. Field office staff with “approval” rights accesses the “Inventory Removals” submodule. Click the “Remove from Inventory” tab. Select a development. Click the “Approval” subtab. Select a transaction to review. Approve/Reject the transaction(s) for the field office. After you approve the transaction for field office submission, the system will update all building and unit subtotals for the development involved and archive the transaction in history tables.