Below are answers to many of your frequently asked questions about Form 50058 and other related topics.
- Form HUD-50058
- Resident Characteristics Reports
- Family Reporting Software (FRS)
- Transmission/Error Reports
- Form-50058 Monthly Summarization
- Form-50058 Adhoc Report
How do I round calculations on the form HUD-50058?
Round at each step of the calculation. Round each monetary value up when the number is .50 or more and round down when the number is .49 or below. For further information, please see the Form HUD-50058 Instruction Booklet.
Do PHAs need to complete a Family Self Sufficiency (FSS) exit for an End of Participation?
Yes, PHAs must complete a FSS exit for an End of Participation. It must be done prior to the End of Participation submission. The Form-50058 module does not automatically create a FSS exit report when a PHA reports End of Participation for a family. More information on FSS reporting can be found in PIH Notice 2016-08.
How do PHAs make sure they complete timely annual reexaminations for all families and avoid a penalty for unreported families without housing to the Form-50058 module?
The Office of Public and Indian Housing (PIH) recommends that PHAs complete the annual reexamination and notify the family and owner one month in advance of family contribution and subsidy changes. The PHA reports the annual reexamination to Form-50058 one month before the effective date of action. At the time of submission to Form-50058, a family who plans to move at annual reexamination should still occupy the first unit. The PHA still reports the annual reexaminations normally and on time for this family. The PHA should complete the annual reexamination as if the family remained in the unit.
The family may live temporarily without housing during the search period for a new unit. When the family locates a unit, the PHA must report another annual reexamination. If the familyÔÇÖs circumstances change, the PHA updates the family data. The PHA now reports the new unit and rent with the new effective date of action. This approach ensures that PHA reporting rates do not drop and permits the next required annual reexamination to coincide with the HAP contract anniversary date at the new unit.
How does a PHA receive FMR information?
HUD distributes FMR information to Field Offices via the Federal Register each October. Field Offices may forward this information to all PHAs.
When I generate the Resident Characteristics reports, the distribution of income, average annual %, shows a significant percentage as "Income limit not available." Why is this?
The "Income Limit Unavailable" field reflects tenants whose geographical information could not be obtained due to an incorrect or incorrectly formatted address. Please verify the accuracy and format of the addresses for all tenants in the files you transmitted to HUD and resubmit any changes. When the Form-50058 module receives the addresses, it will send them to a geocoding service, the results of which take a few weeks.
Why do some of the percentages not add up to 100% on the summary reports?
Not all distribution amounts were designed to equal 100% on the summary reports. Many of the reports contain multiple data distributions that can apply to the same family. For example, PHAs can submit more than one source of income in the Income report for distribution by source of income.
How do I find out which families are in the Form-50058 module?
Use the Form-50058 Adhoc Report in the Adhoc module. For information on how to download AdHoc reports from the Form 50058 module, please refer to the Form-50058 Reports Guide. Alternatively, you may use the HA Transaction Report in Viewer Reports tab.
Why do percentages for all "Families Enrolled in Family Self-Sufficiency (FSS)" on the Key Management Indicator report not equal the percent of FSS certificates I filed?
The Key Management Indicator report calculates the percent of all families enrolled in FSS by the percent of all families in the PHA enrolled in FSS. The Key Management Indicator report does not calculate the percent of FSS certificates filed for families who participate in the FSS program.
What is FRS?
Family Reporting Software is a single-user program distributed by HUD as freeware (no cost to download and use) for PHAs, which do not have their own reporting software, to use to format and prepare tenant data files for upload in the IMS/PIC Form-50058 Submission submodule.
What version of FRS should PHAs use?
PHAs who use FRS must use FRS 5.0 and download the latest patch file to keep FRS up to date. The latest patch is dated 08/17/2012 and contains fixes from any previous patches. Versions of FRS before FRS 5.0 are no longer valid, because the HUD-50058 and IMS/PIC has changed significantly.
How can I download the latest version of FRS?
You can download the latest version of FRS 5.0, the latest patch, and obtain other useful information by going to the FRS 5.0 webpage.
How do I upload my data?
You upload your data files in IMS/PIC in the Form-50058 Submission sub module. You must have been given the proper role in IMS/PIC to be able to upload files by your PHA's security administrator.
Who do I contact if I have problems with my upload?
If you have problems with your uploads:
- Review your transmission error reports in IMS/PIC under the Reports tab in the Form-50058 Submission sub module or, for MTW PHAs, in the MTW Data Collection sub module
- Please call or send a message to your local field office PIC Coach; a listing can be found here
- Please review the Form 50058 Submission User Guide and the documents posted to the Form-50058 webpage
Is there a time of day when I cannot submit my Form HUD-50058 data?
No, you can submit Form HUD-50058 data any time via the Internet. However, if you submit a large amount of data, submit the data in the early morning or late evening to avoid heavy traffic on the Internet. The busiest time of the day is between Noon and 6 PM (EST).
How do I know if the Form 50058 module received my transmission?
If you upload your family data, you will receive an error report for that upload. Your upload and its corresponding error report are identified by an ticket number. Click on the Reports tab in Form-50058 Submission and click the ticket number link for that upload. The error report is provided in multiple formats; choose the one that best fits your situation. There are two types of errors: Fatal errors that prevent the form from being accepted and Warning errors that call attention to a piece of questionable data but that do not prevent the form from being accepted if there are no fatal errors on the same 50058.
When a PHA sends two submissions in the same 24 hour period, are they summarized separately or together in the Error reports?
The Form-50058 module displays provides an error report for each submission file upload, regardless of the number of file uploads in that day.
Does the Form-50058 module process submissions according to size?
No, the Form 50058 module does not process submissions by size. It processes data around the clock on a first in and first out basis. In addition, processor logic will not let a very large PHA monopolize the processing servers.
What is the monthly summarization?
The monthly summarization process includes the collection of data and generation of percentages and averages for the Form-50058 monthly reports. Any HUD-50058s that have been accepted with no errors by the system by the time the reports start to run on the first Friday evening of the month, around 8:00 pm ET, will be included in the summarization process. In addition, forms must have an effective date that falls within the report date range. Information on what HUD-50058s are included in each report can be found in the business rules for each report, which can be found on the Form-50058 Monthly Report Guides page. The reports are available for viewing by Monday morning after the summarization process runs.
What is the Form-50058 Adhoc Report?
The Adhoc Report is a report that can be generated that displays the fields from the HUD-50058 the user selects to be shown on the report. A user can choose as few or as many as they desire. The user can print the report or download it to CSV file that can be opened in spreadsheet programs like Excel. When printing or downloading data, users should be mindful of rules about PII.
How often is the Adhoc Report updated?
The Adhoc Report is a live report that updates each time a new HUD-50058 is accepted without fatal errors for a household. If you generate an Adhoc Report, then submit a new HUD-50058, and then generate a new Adhoc Report with the same criteria you will see the updated data.
Is there an Adhoc Report for MTW PHAs that submit their HUD-50058s in the MTW Data Collection sub module?
There is a MTW Adhoc Report sub module under the Adhoc module that contains a report that MTW PHAs can use. There are limitations on this version of hte report, though, due to fields that were added to the MTW submission format (template) in 2015 that had been previously omitted from the submission format. Those fields are accepted by PIC and put into an internal data warehouse that PHAs are not able to access.
Where can I find a listing of Public Housing Agencies?
You can find a listing of Public Housing Agencies (PHAs) on the PHA Contact Information page.
How are materials distributed to PHAs?
HUD distributes information to Field Offices and PHAs. PHA emails are sent to the Executive Director (or Executive Director Acting) on record in the Housing Agency sub module under the HA Contacts tab. If a PHA does not receive an email, they must update the Executive Director's email address in IMS/PIC and regularly check the email account, including the spam/junk folder. Information on how to update HA Contacts can be found in the Maintaining HA Contacts job aid available on the IMS/PIC Job Aids page. Failure to receive notification due to email errors or inattention will not be considered as justification for late submissions or missed opportunities.