INFORMATION REGARDING THE SEPTEMBER 2009 SYSTEM RELEASE AND THE IMPACT ON PUBLIC HOUSING AGENCY (PHA) ANNUAL FINANCIAL SUBMISSIONS

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• Unaudited submissions for PHAs with fiscal years ending June 30, 2009. Since the Excel FDS Tool submission process will be available until September 11, 2009, PHAs with fiscal years ending June 30, 2009, including Section 8 only PHAs, will continue to utilize the unaudited FDS Tool in lieu of inputting financial data directly into the FASS on-line system. This process is the same process that PHAs used last year. Please refer to the instructions below for using the June 30, 2009, unaudited FDS Tool.
  
  
• Audited submissions for PHAs with fiscal years ending December 31, 2008, March 31, 2009, and June 30, 2009. Although HUD would prefer PHAs to submit their audited financial information using the new on-line system, PHAs with fiscal years ending December 31, 2008, March 31, 2009, and June 30, 2009, including Section 8 only PHAs, may submit their audited financial information using the Excel FDS tool through Friday, September 11, 2009 (before 8:00 pm EST). After September 11, 2009, all FDS information must be inputted directly into the on-line system. For those PHAs that will submit using the audited FDS Tool, please click the following link for specific aspects related to the audited FDS Tool. http://www.hud.gov/offices/reac/products/fass/audited.cfm
  
  
• System Release Implication for Rejected Submissions. After the system release (planned for September 14, 2009), PHAs will not be allowed to submit using the FDS Excel Tool (unaudited and/or audited), even if previous submissions were completed using this method. Specifically, the system release will once again require direct on-line input and will replace the FDS Tool. With the release of the new system, PHAs that have previously submitted their financial information using the FDS Tool and have received a rejection by the FASS team will not be able to resubmit using the FDS Tool but must input their data directly into the on-line system. PHAs therefore should appropriately plan and schedule their FDS Tool submission to avoid inputting the FDS information again into the on-line system.
  
  
  Instructions for the June 30, 2009, Unaudited FDS Tool
  
  
• Download:
  To download the June 30, 2009, unaudited FDS Tool to your hard drive, click the appropriate FDS Tool hyperlink below (pertaining to the accounting basis of the PHA) and save (click the "Save" button) the FDS Tool using standardized naming conventions detailed in the bullet below. Do not click the "Open" button. Clicking the "Open" button will result in a slow or unsuccessful download. If you do not receive the "File Download" pop-up window, simply right click and "save target as." The Modified Accrual FDS Tool pertains to certain Section 8 only PHAs.

• FDS Tool - User Manual (Ms-Word 3.35 MB)
  
• FDS Tool - Full Accrual (Ms-Excel 3.33 MB)
  
• FDS Tool - Modified Accrual (Ms-Excel 3.36 MB)
  

• Standard Naming Conventions:
  Name the 6/30/2009 unaudited FDS Tool using the PHA code and fiscal year end of the submission being completed. For Example: PHA DC111 with a fiscal year end of June 30, 2009 would be named "DC111_06-30-2009.xls."
  
  
• Complete and Submit:
  PHAs will complete the 6/30/2009, unaudited FDS Tool and then submit it to HUD using the "Comments Link" contained in the FASS on-line system. The Quick Start Guide provides further instructions on attaching the FDS Tool to the FASS on-line system at http://www.hud.gov/offices/reac/products/fass/pha_doc.cfm
  
  
• Projects for June 30, 2009, PHAs:
  The June 30, 2009, unaudited FDS Tool will be pre-populated with the projects contained in the 6/30/2008 unaudited FDS Tool (prior year unaudited FDS Tool). If additional project information needs to be reported, aggregate all projects (if more than one) and enter the consolidated data in the "Other Project" column on the "Level 3-Project Balance Sheet" and "Level 3-Project Inc Statement" tabs. The PHA must include a comment in the comments box of the FASS-PH on-line system that identifies the projects that are reported in the "Other Project" column
  
  The FDS Line Definition Guide. As a reminder, the FDS Line Definition Guide is located on the FASS-PH webpage at http://www.hud.gov/offices/reac/products/prodpha.cfm