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HUD/H-11: Tenant Housing Assistance and Contract Verification Data

HUD/H-11

System name: Tenant Housing Assistance and Contract Verification Data.

System location: Headquarters and Field Offices. For a listing of Field Offices with addresses, see 24 CFR part 16, appendix A. Decentralized portions of this data may be maintained by selected contractors with research contracts.

Categories of individuals covered by the system: This file contains a record for each individual receiving housing assistance from HUD under the following programs: Section 8, Public/ Indian Housing, Section 236 (including Section 236 RAP), Rent Supplement, Section 221(d)3 BMIR, Section 811, and Section 202. The file will also contain a record for each PHA/owner/management agent who receives payments for the assisted housing programs mentioned above.

Categories of records in the system: The system of records provides data needed to: (1) Determine the amount of housing assistance tenants may receive, (2) calculate payments due to public housing agencies, owners/management agents, or contract administrators, (3) forecast budgets and (4) control funds. The system of records also contains manual and automated records consisting of: Identification information such as Name; SSNs for all individuals six (6) years of age and older; Alien Registration Information; address and tenant unit number; financial data such as income, adjustments to income; contract rent amount; tenant rent; tenant characteristics such as number in family, sex of family member, information about the family that would qualify them for certain adjustments or for admission to a project limited to a special population (e.g., elderly, handicapped or disabled); relationships of members of the household to the Head of household (e.g., spouse, child); preference(s) applicable to the family at admission; income status at admission and race and ethnicity of Head of household; unit characteristics such as number of bedrooms; geographic data information obtained by PHA or owner from third parties used to verify data supplied by the applicant or tenant to determine eligibility or level of assistance; information obtained from a state wage information collection agency on wages and claim information; information obtained through computer matching by HUD or a PHA with Federal and State agencies; information on the results of the follow-up phase of owner verifications or a computer match of tenant income (i.e., dollar amount of overpaid assistance, amount repaid, prosecution, termination of assistance, and termination of tenancy); and related correspondence. Also included are manual and automated records on all contractual agreements, and financial information (i.e., names, addresses, Taxpayer Identification Numbers (TINs) or Social Security Numbers (SSNs), obligations, payments, contract terms) for public housing agencies, and/or owners/management agents.

Authority for maintenance of the system: United States Housing Act of 1937; as amended, 42 U.S.C. 1437 et seq., and the Housing and Community Development Amendments of 1981, Public Law 97-35, 95 Stat. 408.

Routine uses of records maintained in the system, including categories of users and the purposes of such uses: See routine uses paragraph in prefatory statement.

Other routine uses include: 1. To Federal, State, and local agencies to verify the accuracy and completeness of data, to verify eligibility or continued eligibility in HUD's rental assistance programs, and to aid in identifying tenant errors, fraud and abuse. When this involves computer matching, the matching is conducted using HUD/PIH-1, the Tenant Eligibility Verification Files; 2. Individuals under contract, cooperative agreement or grant, to HUD or under contract, cooperative agreement or grant to another agency with funds provided by HUD--for the performance of research and statistical activities directly related to the management of HUD's rental assistance programs, to support quality control for tenant eligibility efforts requiring a random sampling of tenant files to determine the extent of administrative errors in making rent calculations, eligibility determinations, etc., for processing certifications/recertifications, and for other research and statistical purposes not otherwise prohibited by law or regulation; 3. Housing Authorities, (HAs)--to verify the accuracy and completeness of tenant data used in determining eligibility and continued eligibility and the amount of housing assistance received; 4. Private Owners of assisted housing--to verify the accuracy and completeness of applicant and tenant data used in determining eligibility and continued eligibility and the amount of assistance received; 5. To HAs, owners/management agents and contract administrators-- to identify and resolve discrepancies in tenant data; 6. To the Internal Revenue Service--to report income using IRS Form 1099; 7. To Social Security Administration and Immigration and Naturalization Service--to verify alien status and continued eligibility in HUD's rental assistance programs; 8. To researchers affiliated with academic institutions, with not-for-profit organizations, or with Federal, state or local governments, or to policy researchers--in the form of user--defined microdata files, without individual identifiers--name, address, date of birth, and Social Security Number--for the performance of research and statistical activities on housing and community development issues. Even though no individual identifiers will be included in the data files, patterns in the data may result in identification of some individual tenants. Researchers receiving these files may not use them in whole or in part in making any determination about an identifiable individual, nor may they release the data to others in a form that can identify individual tenants. Records will be released under this paragraph only with approval of the Assistant Secretary for Policy Development and Research; 9. To State/County welfare, social service, or employment agencies for the purpose of matching assisted housing tenant records to employment, education and other data which would be transmitted to the HUD Office of Policy Development and Research for statistical analyses of the resource requirements of welfare reform. The assisted housing tenant records released under this paragraph may not be used by the State/County agencies to make decisions concerning the rights, benefits, or privileges of specific individuals.

Policies and practices for storing, retrieving, accessing, retaining and disposing of records in the system:
Storage: Paper records in file folder; magnetic tape/disk.
Retrievability: Name of tenant and all household members, address, SSN, or other identification number. Name of owners/management agents by name, SSN or TIN.
Safeguards: File folders, automated records kept in a secured area. Access restricted to authorized individuals.
Retention and disposal: Obsolete records are destroyed or sent to a storage facility in accordance with HUD Handbook 2235.6, Records Disposition Management; HUD Records Schedules.

System manager(s) and address: For Section 8, Section 236 (including Section 236 RAP), Rent Supplement, Section 221(d)3 BMIR, Section 811, and Section 202-- Office of the Assistant Secretary for Housing: Director, Housing Information and Statistics Division, Office of Management; Director, Planning and Procedures Division, Office of Multifamily Housing Management, Deputy Assistant Secretary for Multifamily Housing Programs; Department of Housing and Urban Development, 451 7th Street, SW., Washington, DC 20410. For Public and Indian Housing and Section 8 existing and Mod Rehab Programs--Office of Assistant Secretary for Public and Indian Housing: Office of Public Housing, Chief, Occupancy Branch, Department of Housing and Urban Development, 451 7th Street, SW., Washington, DC 20410. For Computer Matching Activities--Director, Computer Matching Activities Division, Office of Public and Indian Housing Comptroller, U.S. Department of Housing and Urban Development, 451 7th Street, SW., Washington, DC 20410.

Notification procedures: For information assistance, or inquiry about the existence of records, contact the Privacy Act Officer at the appropriate location, in accordance with 24 CFR part 16. A list of all locations is given in appendix A.

Record access procedures: The Department's rules for providing access to records to the individual concerned appear in 24 CFR part 16. If additional information or assistance is required, contact the Privacy Act Officer at the appropriate location. A list of all locations is given in appendix A.

Contesting record procedures: The Department's rule for contesting the contents of records and appealing initial denials by the individual concerned appear in 24 CFR part 16. If additional information or assistance is needed in relation to contesting the contents of records, it may be obtained by contacting the Privacy Act Officer at the appropriate location. A list of all locations is given in appendix A. If additional information or assistance is needed in relation to appeals of initial denials, it may be obtained by contacting the HUD Departmental Privacy Appeals Officer, Office of General Counsel, Department of Housing and Urban Development, 451 7th Street, SW., Washington, DC 20410.

Record source categories: Subject individuals, other individuals and organizations, Federal, State, and local agencies. PHA staff/private owners/ management agents.