Overview Guide to HCO’s HUD Submission Features Version 3.0
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Overview Guide to HCO’s HUD Submissions
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Table of Contents Overview Guide to HCO’s HUD Submission Features ..................................................................... 1 INTRODUCTION .................................................................................................................................. 3 Who should use this Overview Guide? .......................................................................................................... 4 Background ............................................................................................................................................... 4 Terms and Definitions ................................................................................................................................ 5
PROCESS SUMMARY ......................................................................................................................... 6 Understanding the four HUD Submission Types ............................................................................................ 7 HUD Submission Quick Reference Checklist ................................................................................................. 8 Understanding how the HCO/HUD Submission process works...................................................................... 9 HUD Submission Screens.......................................................................................................................... 9 Two Levels of Validation Performed on All HUD Submissions ................................................................... 9
DATA SET UP .................................................................................................................................... 10 How do I set up my HUD grants?................................................................................................................. 11 What Agency Information is required by the HCO HUD Submission process?............................................. 16 What Counselor Information is required by the HCO HUD Submission process? ........................................ 22 How to enter my NON-CASE student data to get picked up by the HCO HUD Submission process? .......... 26 How to enter my case Section 8 HUD Services to get picked up by the HCO HUD Submission process? ... 29 How to enter my case Section 9 HUD Services to get picked up by the HCO HUD Submission process? ... 31 What case Client data is required by the HCO HUD Submission process?.................................................. 35
REPORTING....................................................................................................................................... 41 When do I use the HCO HUD Submission process versus the Former HUD-9902 Report? ......................... 42 Understanding HCO HUD Submission reports to reconcile HUD-9902 counts............................................. 43 Understanding the HCO HUD Submission Alerts screen ............................................................................. 48 How often can I submit my data to HUD? .................................................................................................... 51 What data is sent to HUD? .......................................................................................................................... 52 What happens once I submit my data to HUD? ........................................................................................... 54 Understanding HCO’s HUD Submission History screen .............................................................................. 56
TROUBLESHOOTING DATA SUBMISSION ERRORS ..................................................................... 58 Fixing Level 1 validation errors .................................................................................................................... 59 Fixing Level 2 validation errors .................................................................................................................... 61 FAQ’s – Troubleshooting Tips ..................................................................................................................... 62
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INTRODUCTION
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Who should use this Overview Guide? This overview guide contains information for counselors who are HUD-approved Housing Counseling Agencies (HCAs) using HCO® to produce their HUD-9902 Reporting Information. It will assist with understanding the data and the screens involved in the HUD Submission process. This guide assumes you have a general understanding of HCO, its terminology as well as an understanding of Excel®. BACKGROUND
All Housing Counseling Agencies participating in HUD's Housing Counseling Program are required to use a Client Management System (CMS) that interfaces with HUD's Housing Counseling System (HCS). A CMS is a commercial or self-developed online Housing Counseling application that automates much of the housing counseling process, including client intake, file maintenance, financial and credit analysis, outreach, client notification, and reporting. As of the 2015 Fiscal Year, HUD implemented notable changes to HUD-9902 reporting requirements and HCO’s HUD Submission process was aligned accordingly. More specific: •
New Fields “Rural Status” and “English Proficiency Status” must be specified at the time a non-case (a.k.a. walk-in student) gets registered to attend a class or on a client’s case record when enrolled in a class or scheduled for a counseling session.
•
New and Revised Reporting Categories: o
New Rural Status and English Proficiency Status appear as Section 6 and Section 7 categories, respectively.
o
As a result of afore-mentioned, new categories existing categories have been renamed. Educational services were Section 6’s now Section 8’s instead and Appointments were Section 7’s now Section 9’s instead.
•
The pre-2015 Result associated to outcome of an Appointment has been renamed to Impact(s) and all selection list options were reworded .Now rather than HUD accepting only a single result as previously, you can now specify either more than one Impact or none at all. HUD now accepts an appointment service to be reported whether or not Impact(s) have been associated for the client’s session.
•
Additional documentation regarding the requirements of this interface can be found on the HUD Single Family Counseling Website: Additional HUD Info.
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TERMS AND DEFINITIONS
NAME
DEFINITION
Case File Unique ID
HCO automatically sets up this unique numeric identifier in “read-only” mode whenever a case is created. This case’s ID is located on a case’s Summary page Also, this unique ID is included in all HUD-9902 Client Information submission types.
Submission ID
A unique numeric identifier assigned to a successful data submission that gets moved from HCO to HUD’s processing queue.
Case Section 8 Information
Refers HUD-9902 Educational Services. When clients on a case attend class/workshops are eligible to be counted for reporting purposes.
Non-Case Section 8 Information
Refers HUD-9902 Educational Services not associated to cases (non-case students) attend class/workshops are eligible to be counted for reporting purposes
Case Section 9 Information
Refers to HUD-9902 Appointment Services. Within a HUD Fiscal year one appointment, per each HUD topic are eligible to be counted for reporting purposes.
HUD Submission Alert
Online report that identifies cases that have failed checks based on client’s data against HUD expectations. For example, missing required data. If all of the identified errors are not cleared, the associated case(s) are not eligible to be counted for reporting purposes.
Submission Data report
The actual report of an agencies’ information that will be submitted to HUD. Agencies do have the option to preview this output before this submission occurs.
Level 1 validation errors
These types of errors are based on HCO performing edits on your data against HUD’s expectations. For example, any error not on a case file record will not be included on the Case Alerts report but will be caught at this step in the submission process. Submissions that pass this step are automatically placed in HUD’s queue.
Level 2 validation errors
These types of errors are identified when HUD performs their business edits on the submitted data. For example, reported counts do not align to their 9902 formula methodology, etc. NOTE:
Your HUD Submission may not show in HUD’s Housing Counseling System (HCS) if it fails due to the second level validation.
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Overview Guide to HCO’s HUD Submissions
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PROCESS SUMMARY
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Understanding the four HUD Submission Types The HUD Submission is divided into four submission types. Agency Information, Counselor Information, HUD9902 Form and HUD-9902 Client Data. The submission types need to be submitted in a specific order so that the data is consistent once it arrives at HUD. Meaning, you cannot submit your HUD-9902 without sending the Agency Information and Counselor submissions at least once within close proximity to the time of the HUD9902 Form submission. The order of the submission must be: 1. Agency Information 2. Counselor Information 3. HUD-9902 Form 4. HUD-9902 Client Data NOTE:
Performing submissions in the incorrect order may result in HUD not accepting your submission. NOTE:
You may only submit your HUD-9902 Form and HUD-9902 Client Data providing your Agency and Counselor Information is current. If you receive errors during these submissions, you may need to do all the submission types.
Below details what HCO information can be submitted to HUD based on the submission type you specify:
Agency Information – Contains information pertaining to your counseling agency. This information is mainly found on the Agency Information screen and Agency Contacts screen.
Counselor Information – Contains information pertaining to the counselors who are on cases which are assigned to cases which should be going over to HUD as well as counselor’s which are on any classes as the facilitating counselor. This information is mainly found on the Counselor Setup screen as well as the My Profile screen (for that counselor).
HUD-9902 Form – Contains information pertaining to your agency’s HUD-9902 service counts as well as any workshop/class information. This information is mainly found on the HUD-9902 Services screen as well as the Class Roster’s Student Details and Class Setup screens.
HUD-9902 Client Data – Contains information pertaining to clients which have Section 9 services on the HUD-9902. NOTE:
Class students are not included in Client data.
NOTE:
Clients, on a case, which only have section 8 HUD-9902 services will not be Included with Client data.
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HUD Submission Quick Reference Checklist The checklist below list provides a quick reference to help your HUD submissions go smoothly. These sections cover the data involved when submitting a specific HUD Submission Type.
□ Agency Information □ Agency Contacts □ My Profile □ Counselor Training □ Set Up Counselors □ Appointments □ Classes □ HUD-9902 Services □ HUD Details □ HUD-9902 Services □ Appointments □ Employment □ Case Funding (Optional)
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Agency Information
Counselor Information
HUD-9902 Form
Client Information
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Understanding how the HCO/HUD Submission process works The HCO HUD Submission process provides counseling agencies the ability to perform electronic submissions to HUD’s HCS system. Effective the 2015 Fiscal Year, HUD implemented notable changes to HUD-9902 reporting requirements and HCO’s HUD Submission process was aligned accordingly. See “Background” section, at the beginning of this document, for additional details. HUD SUBMISSION SCREENS
The HCO HUD Submission process is separated into four screens plus the HUD Submission History screen. 1. Start – The screen displays all HUD-9902 services eligible for HUD Submission; meaning these cases may have case alerts which would not be counted/submitted to HUD. The Start button begins the submission process. (Administrators only) 2. Checklist – Displays issues which will stop the submission. (The edits performed are based on the submission type) 3. Submit to HUD – Contains a report showing the information going to HUD. It also provides the ability to authorize Fannie Mae to submit your agency’s data. It is the last screen prior to the actual submission. 4. Finish – Displays the status of the HUD Submission as well any HCO Level 1 Validation errors which may have occurred while submitting the information to HUD. It also provides the unique HUD Submission ID for the submission. 5. HUD Submission History – Displays the history of all of the agency’s HUD Submissions. It provides the ability to check the status of a pending HUD Submission using the Check Status link. It also contains the Submission Data report showing what information was submitted to HUD for that specific submission. You can view this by clicking on the Submission ID of the submission.
TW O LEVELS OF VALIDATION PERFORMED ON ALL HUD SUBMISSIONS
There are two levels of validation performed on the data which is sent to HUD.
The HCO first level validation occurs once you click the Submit to HUD button. This validation checks all of the data against HUD expectations. (For example, a number field is a number, a date field is a date, etc…) If it passes this validation, it is placed in HUD’s queue for processing.
The second level validation occurs by HUD. At this point, they ensure all business rules are enforced. (For example, Totals add up correctly, a specific counselor exists, etc…) NOTE:
Your HUD Submission may not show in HUD if it fails the second level validation.
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Overview Guide to HCO’s HUD Submissions
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DATA SET UP
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How do I set up my HUD grants? If you are using a HUD grant then the grant needs to be set up properly so that it falls within the correct HUD fiscal year. See the instructions below for setting up a HUD grant. These instructions can only be carried out by a user which has the role of HCO-Agency Admin.
Customized Pick list This section contains instructions on how to enter the correct funding grant source for HUD grants. 1. On the top menu, click Administration, then Setup, then Customize Picklists. 2. The customized picklists screen will be displayed. Select the Funding Organization dropdown item.
3. Scroll down the list of Funding Organizations until you get to HUD (Use this for all HUD Grants) – HUD9902 Edits. Ensure your agency has this value selected if using a HUD grant. This value enables HCO to ensure your appointments and classes are being billed to the correct fiscal year when you use a HUD grant.
NOTE:
The values in red are for all years prior to 2011. From fiscal year 2011 and forward, you must use the value “HUD (Use this for all HUD funding) – HUD-9902 edits” as the funding organization. Remember to click on the Save button to retain your settings.
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Funding Grants This section contains instructions on how to enter a HUD funding grant for a specific fiscal year. 1. On the top menu, click Administration, then Setup, then Funding Grants. 2. The Funding Grants summary screen will be displayed. It will list all of your funding grants for your agency for each different fiscal year. Keep in mind you must have a new funding grant for each fiscal year. Simply changing the fiscal year of the grant will cause serious issues to occur.
3. To add a new funding grant, click the “Add Grant” button.
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4. The Funding Details section will be displayed. Enter the Grant Name, the Fiscal Year, the Funding Source Organization, and the Funding Type. Please make sure your Funding Organization is the value below. If not, refer to the grant setup instructions located at the beginning of this chapter. NOTE:
The default setting is the current HUD “Fiscal Year”. To change, click on the down arrow to select a different year value.
NOTE:
Note: By choosing the Funding Source Organization as HUD, you limit the dates that can be used for appointments and classes. These activities, when associated with HUD grants, must fall into the date range of 10/01/XX through 09/30/XX + 1. NOTE:
Note: If a HUD grant is extended past HUD’s fiscal year end, a separate non –HUD grant can be used for tracking purposes. Case information, associated to a grant for this purpose, must be reported to HUD outside of HCO. NOTE:
Note: By choosing any Funding Source Organization other than HUD, you limit the dates that can be used for appointments and classes. These items, when associated with activities must fall into the date range of 01/01/XX through 12/31/XX.
5. Click on the Save button to retain your settings or the Cancel button to return to the Funding Grants summary page.
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Case Funding This section contains instructions on how to associate HUD funding grant to a case. 1. Once you have selected a case to work, click on the Case Funding menu option on the Case File menu.
2. The Case Funding screen will be displayed. It will list all of the active grants that have been setup by your agency. Select the grant or grants which you would like to associate to the case. Click on Save to retain your settings.
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3. Once you have selected your grant information, click the Save button to retain your settings 4. Saving a grant on the Case Funding screen will allow it to automatically show up in the Funding Details section when either Case Appointments or Case Notes are created.
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What Agency Information is required by the HCO HUD Submission process?
Agency Information This section contains instructions on how to enter your Agency Information which is required by the HCO HUD Submission Process. These instructions can only be carried out by a user which has the role of HCO-Agency Admin. 1. On the top menu, click Administration, then Setup, then Agency Information.
2. The agency information screen will be displayed.
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3. The following screens show what information is required for your agency.
Your agency’s mailing address is also requested if different than your physical address.
Your agency’s language will default to English, when you select to send Agency-level information to HUD. However, if additional languages should be selected, then click on the desired option. NOTE:
If multiple selections are preferred, then hold down the CRTL key while clicking through the
list.
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Indicating that your agency is a HUD approved agency activates additional edits within the “Classes” module of HCO and helps ensure you gather the HUD required student information for both Case and NonCase students. Having this checked will help eliminate HCO Level 1 class/workshop validation errors. For example, all students must have demographic details (i.e. ethnicity, race, AMI) English Proficiency Status, Rural Area Status (when the required location details are specified), along with an indication as to whether or not the individual was charged a fee to enroll or attend the specific class.
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The Other Areas of expertise field is optional and can be used to indicate that your agency counsels Migrant Farm Workers. HUD requires at least one Agency Service Type to be selected, your agency’s website to be entered as well as your agency’s HCS Agency ID. Scroll down to the “Additional Agency Information” section to enter/update this information. NOTE:
Not having your HUD HCS Agency ID correctly populated may lead to Invalid User messages upon submitting to HUD. NOTE:
Hold down the Ctrl key and click to select several options from any list.
NOTE:
Your agency’s full website address must be prefaced with http:// or https://, (whichever is applicable to your agency) in order for it to be submitted to HUD. Not having the web site in this format will cause the edit to fail on the HUD Submission Checklist. Even though the edit may say Missing Information, your format of your website may be the issue.
4. Click on the Save button to retain your settings. NOTE:
Before clicking the Save button; it is helpful to scroll down to the bottom of the agency information screen to ensure no errors were found upon saving.
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Agency Contacts Information This section contains instructions on how to enter Agency Contact Information in HCO which is required by the HCO HUD Submission process. These instructions can only be carried out by a user which has the role of HCO-Agency Admin. 1. On the top menu, click Administration, then Setup, then Agency Contacts. 2. The agency contacts screen will be displayed. You are required to enter one of each of the three agency contacts: HUD Contact (Sent to HUD), Office Executive (Sent to HUD) and Office Manager (Sent to HUD). 3. When entering your agency contacts, it is very important that both the Contact Type and Contact Title Type are populated and in agreement as below:
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4. You can either choose an existing counselor from within your agency or enter the contact information of an individual associated with your agency, but does not perform counseling activities (i.e. non-counselor). In either case, the required information is the same for both types; see the highlighted fields below. NOTE:
If you choose a counselor which does not have all the required contact data, then that counselor must update their missing information on their “My Profile” screen.
5. Click on the Save button to retain your settings.
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What Counselor Information is required by the HCO HUD Submission process?
My Profile This section contains instructions on how to enter the counselor information which is required by the HCO HUD Submission Process. These instructions must be carried out by each individual user. 1. On the top menu, click Administration, then Setup, then My Profile. 2. The My Profile screen will be displayed. 3. The following highlighted fields are required by HUD.
4. Click on the Save button to retain your settings.
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Counselor Training This section contains instructions on how to enter your Counselor Training information which is optional for the HCO HUD Submission Process. These instructions can only be carried out by a user which has the role of HCO-Agency Admin. 1. On the top menu, click Administration, then Setup, then Counselor Training. 2. The counselor training screen will be displayed. 3. A training occurrence should be entered for each training which you would like to have sent to HUD as a record that one of your counselors have attended. To add a training course, simply click the Add Training button. Will only counselor attended courses go to HUD? No? For example, only one marked as attended that fall within the applicable reporting period. Please note that the associated counselor’s profile record should be active. Please see the “Set Up Counselors” section below.
4. The Training Details will be displayed. Enter the required information highlighted below.
5. Click on Save to retain your settings or Cancel to return to the Counselor Training summary page.
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Set Up Counselors This section contains instructions on how to enter Counselor Information in HCO which is required by the HCO HUD Submission process. These instructions can only be carried out by a user which has the role of HCOAgency Admin. 1. On the top menu, click Administration, then Setup, then Counselors. The Counselor Setup screen will be displayed. Each of your counselors should be displayed as a row which can be edited. Simply click the Edit button to modify the counselor’s information or to update the counselor’s training history. Select the Counselor Report button to produce a detailed listing of individual users ever registered for HCO through your agency. The output is formatted in Excel. Default is sorted in ascending order by “Last Name”.
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2. The Counselor Details screen will be displayed. The screen will be pre-populated with information from the counselor’s “My Profile” screen. Enter the required information highlighted below and then select the training course(s) which are applicable for the counselor. Counselor training information is optional for HUD.
3. Click on Save to retain your settings or Cancel to return to the Counselor Setup summary page.
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How to enter my NON-CASE student data to get picked up by the HCO HUD Submission process? Non-case students can be recorded as a HUD-9902 Section 8. Meaning, you can register a student for a class without it having to be on a case and have it counted on the HUD-9902. All non-case students should be entered using the procedures below.
Assumptions: 1. Your agency has been set up as a HUD Certified Counseling Agency on the Agency Information screen.
2. The class you would like to register the student for has a valid HUD-9902 topic associated to the class. See step 8 for details.
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Classes 1. On the top menu, select Register Student. 2. Select the appropriate timeframe from the dropdown for the class you would like to register the student. 3. Select the class and click the Next button. 4. Enter the Last name and First name of the student and click Next button. 5. If the name of the student is not found as a client on a case, then the Register Student screen will be displayed.
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6. Enter the following required fields:
Street City State Zip Code Rural Area Status Counseling Type Fee Charged Information ( Either the amount charged for the appointment or No Fee Charged information must be populated)
Referral Source Ethnicity Race AMI English Proficiency Status 7. (Optional) If you would like to create a new case and associate a HUD-9902 Section 8 to it, then choose Create New Case and the Create Section 8 option. NOTE:
Non-case students will be counted on the HUD-9902 if the afore-mentioned assumptions are in place and on the associated class roster, the student has been marked as having attended the Class/Workshop. NOTE:
If you do not include all required information for a student, it will cause errors to occur during the actual submission to HUD. For example, if you do not know the students demographic information, rural area status, or English proficiency status at the time of entry, then select the value “Chose not to respond” for all items, then update the information through the Class Roster screen once you do get the information from the student
8. Using the topic associated to the Class, the section 8 will get added to the new case, assuming optional step 7 above was followed. A class Topic needs to be assigned when the class is created. Valid HUD Topics are:
• • • • • • • •
Fair Housing Financial Literacy Mortgage Delinquent Post-Purchase, Non-Delinquency Pre-Purchase/Homebuying Predatory Lending Rental Other
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How to enter my case Section 8 HUD Services to get picked up by the HCO HUD Submission process?
Assumptions: 1. On the case, the HUD-9902 demographic sections 3. Ethnicity, 4. Race, and 5. Income have been entered, and. 2. The class you would like to register the client for has a valid HUD-9902 topic associated to the class. See step 8 for details.
Classes 1. Once you are in a case, select Classes menu option from the left side menu. 2. The Classes screen will be displayed showing all the classes for which the client(s) is registered. To add new registrations, click the Register for Classes button. 3. The Register Student screen will be displayed. (Select which individual(s) scheduled to attend the class, only if there are multiple clients on a case). 4. Select the timeframe which the class is scheduled. 5. The list of classes with that timeframe will be displayed. Select the class which the client(s) will attend. 6. Enter the HUD required field Fee Charged Information (Either the amount charged for the appointment or No Fee Charged information must be populated).
7. Click the Create Section 8 checkbox and then click the Enroll button to register the client for selected class or Cancel to discard settings. NOTE:
The Create Section 8 option will only show if the case already has HUD-9902 Sections 3. Ethnicity, 4. Race and 5. Income, populated for the client(s).
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8. Using the topic associated to the Class, the section 8 will get added to the case. A class Topic needs to be assigned when the class is created. Valid HUD Topics are:
• • • • • • • •
Fair Housing Financial Literacy Mortgage Delinquent Post-Purchase, Non-Delinquency Pre-Purchase/Homebuying Predatory Lending Rental Other
9. Although a Section 8 will show on the case, it will only be counted if the afore-mentioned assumptions are in place and the client has been marked as having attended the Class/Workshop.
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How to enter my case Section 9 HUD Services to get picked up by the HCO HUD Submission process?
Assumptions: 1. On the case, the HUD-9902 demographic sections 3. Ethnicity, 4. Race, and 5. Income have been entered
Appointments This section contains instructions on how to enter HUD-9902 Section 9 information. This should be used for the first appointment on a case within a HUD fiscal year. NOTE:
Only one appointment should be associated with a specific section 9 HUD service within a HUD fiscal year. Meaning, you can have one appointment for each of the HUD-9902 Section 9 topics per fiscal year. NOTE:
Any subsequent appointments, within same HUD Fiscal year, can have the same topic (a.k.a. Counseling Need), if applicable. This will allow the total time you have been counseling on a specific topic to be calculated correctly.
1. Once you are in a case, select the Appointments menu option from the left side menu. 2. The appointments screen will be displayed. Click the Add appointments button. 3. Complete Appointment Details information. (Select which individual(s) scheduled to attend the appointment, only if there are multiple clients on a case).
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4. Enter the following fields:
• Date of the appointment (Default is current calendar date. However, you can overwrite it to input a different calendar date instead).
• • • • •
Start time Duration Type Counseling Need (Must align to the Purpose of Visit selected below). Fee Charged Information (Either the amount charged for the appointment or No Fee Charged information must be populated).
• Funding Details (Optional) o
Funding Grant
o
Amount
5. Optionally enter the Fair Housing Issue or Predatory Lending Issue.
6. Choose a HUD-9902 Section 9 Purpose of Visit and then click the Create Section 9 checkbox (The Purpose of Visit must align to the Counseling Need selected above). NOTE:
The Create Section 9 option will only show if the case already has HUD-9902 Sections 3. Ethnicity; 4. Race; and 5. Income, populated for the household and a HUD-9902 Section 9 has not already been created with an identical Purpose of Visit, within the same fiscal year.
7. Go to the HUD-9902 Services screen. 8. In the section 9. Client Counseling, by Purpose of Visit and Results you will see the row for the topic you selected in the appointment. Notice that there is an x in the Appt column. This means it is linked to an appointment.
9. Click the Edit button next to that HUD-9902 Service to select counseling Impact(s) that best match the status of the case. More than one selection can be made, if applicable.
NOTE:
Whether or not a Section 9 has any Impact(s) recorded it is still eligible to be sent to HUD.
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What case Client data is required by the HCO HUD Submission process?
The fields which HUD has expressed an interest in receiving for a case is outlined on the HUD Details screen. NOTE:
Some of the HUD fields noted below are associated to a pre-determined set of values Click the down arrow next to the field to review further. For example, as in “Case Appointment Type” field. Leaving this field blank will result in errors when a submission is attempted.
The following table illustrates the client data required/desired by HUD.
The Fields highlighted in green are conditionally required. Note: Because HUD wants information regarding credit either the credit info is required OR the reason why not provided is required. See below for details. Field
Information
HCO ID
This will be read only. a.k.a. Unique Casefile ID.
Counselor
This will be read only. It is the counselor assigned to the case at the time of submission.
Initial Contact Date
This is already a required field by HCO.
Referred By.
a.k.a. HUD Referral Source.
Monthly Household Debt
This value will default to 0 (zero) at the time of submission, if no information exists.
Monthly Household Income
This value will default to 0 (zero) at the time of submission, if no information exists.
Case Appointment Type
The method by which most of the counseling sessions were conducted.
HUD Assistance
This is the type of housing assistance the client is receiving. Not applicable must be chosen if the case has no assistance.
Counseling Termination Reason
This value will default to "Ongoing" if no value exists at the time of submission.
Mortgage Delinquent Payments Missed
An indicator which is not checked will default to the value of “No”, at the time of submission.
First Name
Primary Client’s First name.
Last Name
Primary Client’s Last name.
Middle Name
Primary Client’s Middle name.
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Phone
If the primary client only has a mobile phone, use the mobile phone number.
Mobile Phone
Cell phone number of primary client.
Client Fax
Fax identifier.
Email Address
Primary Client’s email address.
Client Credit Score
If a Client Credit Score has been entered, then additionally the Client Credit Score Source is required, but the Client Missing Credit Score Reason should not be specified.
Client Credit Score Source
If a Client Credit Score Source is specified, then additionally the Client Credit Score is required, but the Client Missing Credit Score Reason should not be specified.
Client Missing Credit Score Reason
If a Client Missing Credit Score Reason has been entered, then the Client Credit Score and Client Credit Score Source should not be specified.
Spouse First Name
Contact details, if applicable.
Spouse Middle Name
Contact details, if applicable.
Spouse Last Name
Contact details, if applicable.
Street Address
a.k.a. Street address 1 (pre-counseling).
Street Address 2
Typically used to represent the apartment number (pre-counseling).
City
Location details - City (pre-counseling).
State
Location details - State (pre-counseling).
Zip Code
Location details - Zip (pre-counseling).
Colonias Resident
An indicator which is not checked will default to the value of “No”, at the time of submission.
Rural Area Status
Specify whether or not the pre-counseling address is located in a rural area.
Street Address
a.k.a. Street address 1 (post-counseling).
Street Address 2
Typically used to represent the apartment number (post-counseling).
City
Location details - City (post-counseling).
State
Location details - State (post-counseling).
Zip Code
Location details - Zip (post-counseling)
Rural Area Status
Specify whether or not the post-counseling address is located in a rural area.
Gender
Primary Client’s gender.
Marital Status
Primary Client’s Marital Status.
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Head of Household
An indicator not checked will default to the value of “No”, at the time of submission.
Family Size
Household count.
Number of Dependents
This value will default to 0 (zero) if no value exists at the time of submission.
Date of Birth
If you do not know the client’s date of birth use “01-01-1900” as the default.
Preferred Language
Primary Client’s Preferred Language.
English Proficiency Status Specify whether or not the household is English proficient. Highest Education Level
If you do not know the Highest Education Level use “Unknown”.
Disabled
An indicator which is not checked will default to the value of “No”, at the time of submission.
Victim of Predatory Lending
An indicator – if not checked will default to the value of “No”, at the time of submission.
Victim of Discrimination
An indicator – if not checked will default to the value of “No”, at the time of submission.
First Time Homebuyer
An indicator – if not checked will default to the value of “No”, at the time of submission.
HECM Certificate
An indicator – if not checked will default to the value of “No”, at the time of submission.
HECM Certificate ID
Identifier, if applicable.
HECM Issue Date
Effective date, if applicable.
HECM Expiration Date
Expiration date, if applicable.
Job Duration
The number of months for job duration is derived using the primary's employment entry which has a Start Date but does not have an End Date. (i.e. Current Employment) It is the # of months from the employment start date to the current date.
Farm Worker
An indicator – if not checked will default to the value of “No”, at the time of submission.
Mortgage Type before counseling
If there is no Mortgage Type before Counseling associated to the case, the system will submit the value to HUD as "Not Applicable".
Mortgage Type after counseling
If there is no Mortgage Type after Counseling associated to the case, the system will submit the value to HUD as "Not Applicable".
Finance Type before counseling
If there is no Finance Type before Counseling associated to the case, the system will submit the value to HUD as "Not Applicable".
Finance Type after counseling
If there is no Finance Type after Counseling associated to the case, the system will submit the value to HUD as "Not Applicable".
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Mortgage Interest Rate
This may be copied from an existing loan.
Mortgage Closing Cost
This may be copied from an existing loan.
Housing Sales Contract Signed Date
Contract signing date.
Client Intake Loan Type
If there is no Loan associated to the case, please use the value “Did Not Disclose.” Note: This field is required for all counseling types.
Client Loan Being Reported
HUD has instructed us to tell you to use the value of “Reporting on First Loan” if there is no Loan associated to the case. Note: This field will be required for all counseling types.
Client Intake Loan Is A Hybrid ARM Loan
This may be copied from an existing loan.
Client Intake Loan Is An Option ARM Loan
This may be copied from an existing loan.
Client Intake Loan Is Interest Only
This may be copied from an existing loan. This may be copied from an existing loan.
Client Intake Loan Is FHA Or VA Insured Client Intake Loan Is Privately Held Loan
This may be copied from an existing loan.
Client Second Loan Exists
This may be copied from an existing loan.
Client Intake Loan Has Interest Rate Reset
This may be copied from an existing loan.
3. Ethnicity of Clients
Demographic Info – Ethnicity.
4. Race of Clients
Demographic Info – Race.
5. Income Level
Demographic Info - a.k.a. AMI Level.
Reporting Period
The reporting period used to derive the information is based upon the applicable HUD reporting period. This is the same value which is the default reporting period for the HUD Submission screen. Note: The reporting period used to derive the information cannot be modified.
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Counseling Start Date
The Counseling Start Date is not displayed on the screen however; it is included in the submission. This value is system derived using the earliest appointment on the case, which is associated to the Section 9(s) being submitted within the HUD Fiscal year period being reported. Note: If there are multiple appointments on the case, only appointments within the HUD Fiscal year reporting period will be used to determine the date.
Counseling End Date
The Counseling End Date is not displayed on the screen however; it is system derived and included in the submission. The Counseling End Date is the Termination Date on the case.
Counseling Session Duration
The Counseling Session Duration is not displayed on the screen however; it is included in the submission. The Counseling Session Duration is system derived using the duration time on appointments, which have topics which match the associated Section 9's on the case which are within the HUD Fiscal year period being reported.
Client Counseling Fee
The Client Counseling Fee is not displayed on the screen however; it is included in the submission. The Counseling Fee is system derived using the Fee information provided on appointments which have topics which match the associated Section 9's on the case, which are within the HUD Fiscal year period being reported.
HUD Grant
This value is based upon the type of HUD Grant (a.k.a. “funding type”) which has been applied to the case within the applicable reporting period... If a grant is not associated to the case, the system will display "No grants associated to case for HUD fiscal year" and will submit the value to HUD as "Not Applicable".
Pre-Purchase Counseling
The value is based upon the impact(s) selected for the HUD-9902 Section 9 – Seeking Pre-purchase Homebuyer Counseling. However, if there is no such HUD-9902 Section 9 recorded in applicable reporting period, then system will display “No Section 9 for HUD fiscal year” instead.
Mortgage Delinquency
The value is based upon the impact(s) selected for the HUD-9902 Section 9 – Seeking Help with Resolving or Preventing Mortgage Delinquency. However, if there is no such HUD-9902 Section 9 recorded in applicable reporting period, then system will display “No Section 9 for HUD fiscal year” instead.
Home Maintenance
The value is based upon the impact(s) selected for the HUD-9902 Section 9 – Seeking Help with Home Maintenance and Financial Management for Homeowners. However, if there is no such HUD-9902 Section 9 recorded in applicable reporting period, then system will display “No Section 9 for HUD fiscal year” instead.
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Rental housing
The value is based upon the impact(s) selected for the HUD-9902 Section 9 – Seeking Help in Locating, Securing, or Maintaining Residence in Rental Housing. However, if there is no such HUD-9902 Section 9 recorded in applicable reporting period, then system will display “No Section 9 for HUD fiscal year” instead.
Services for the Homeless
The value is based upon the impact(s) selected for the HUD-9902 Section 9 – Seeking Shelter or Services for the Homeless. However, if there is no such HUD-9902 Section 9 recorded in applicable reporting period, then system will display “No Section 9 for HUD fiscal year” instead.
Reverse Mortgage
The value is based upon the impact(s) selected for the HUD Section 9 – Seeking Help with a Reverse Mortgage. However, if there is no such HUD-9902 Section 9 recorded in applicable reporting period, then system will display “No Section 9 for HUD fiscal year instead.
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REPORTING
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When do I use the HCO HUD Submission process versus the Former HUD-9902 Report? See menu under External Reports
HUD 9902 Reports.
The function of the Former HUD-9902 Report is to allow an historic view of HUD-9902 data for fiscal years prior to 2011. The reason for this division is that prior to 2011 HUD Services were tracked differently in HCO based on the old HUD reporting requirements. Effective immediately, the HCO HUD Submission process should be used for current fiscal year HUD Reporting.
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Understanding HCO HUD Submission reports to reconcile HUD-9902 counts There are five reports you can review while doing a HCO HUD submission. The most important one is the “Submission Data” preview report, located on the HUD Submission-Submit to HUD screen. Be sure you have reviewed/downloaded this report. This report is displayed in an excel format. It will be the center of the process. It contains the data which will be going to HUD. The four listed below are located on the HUD Submission Start screen. This section goes into the details of each report and how it should be used. During a submission, the report details on the “Submit to HUD” screen will vary. Depending on the Submission Type you specified, the data in the report will be different and will be displayed across multiple tabs in the excel file. Please refer to the table of contents to go directly to the section “Understanding The Four Submission Types” section for details on all submission types. This reconciliation chapter focuses on the agency’s service counts included on a HUD-9902-Form submission type.
.
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NOTE:
The submission Data report contains the actual counts which are going over to HUD. You will be typing back to these numbers. NOTE:
The Submission Data report link, in the “Submit to HUD” section will appear only twice if the final HUD-9902 Section 8 counts include any students on roster(s) that do not have an associated case number (a.k.a. Non-case students). Though if the counts do not include such, then the link will appear just once in the same section. . In either scenario, any of the links present will provide all details that can be viewed prior to sending your agency’s final counts to HUD.
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The four additional reports can be found at the bottom of the HUD Submission – Start page. By default, the output on each report is based on the HUD fiscal year reporting period set during the earlier selection process. Please note these reports are not required for a HUD Submission, they are for your records, only for reconciliation purposes.
To view the contents of these reports, choose report option then select either “Download Report” to view output immediately or “Save and View Later” for system to automatically move output to agency’s saved repository for future access.
2. The “HUD-9902 Form (PDF) – Class level (non-case)” report displays the grand total of your Section 8 counts, only for those students, which do not belong to a case and are marked as having attended a class. For example, your agency advertised upcoming class on local radio station, the individual (s) heard about offering and decided to attend class (a.k.a. “walk-in”). Therefore, these students are on a roster but do not have an associated case number. 3. The “HUD-9902 Source Data – Class level (non-case)” report displays details, only for each student, which does not belong to a case and are marked as having attended a class. For example, your agency advertised upcoming class on local radio station, the individual (s) heard about offering and decided to attend class (a.k.a. “walk-in”). Therefore, these students are on a roster but do not have an associated case number NOTE:
If any required HUD information, on any of these student records is not specified (left blank), then it will lead to rejection at the time of submission. This detailed report contains unique Class and Student ID information for you to easily lookup the associated Class Roster to update the student record accordingly.
4 The HUD-9902 Form (PDF) – case level” report displays Section 8 and Section 9 grand total counts for cases. Also included in your HUD-9902 Section 8 tally are any students which do not have case numbers (a.k.a. Non-Case Students). NOTE:
This report only counts Section 8 entries where the Attended flag is checked.
5 The “HUD-9902 Source Data – case level” report displays details for all the clients which makeup the Section 8 and Section 9 counts for cases This report can be used for other reporting requirements since it can be sorted and filtered by the different column headers to get counts of particular services, etc.… NOTE:
This report only counts Section 8 entries where the Attended flag is checked.
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Reconciliation Of the 5 reports referenced above, start with the first 3 aggregate-level reports below to reconcile your HUD9902 counts. The client details reflected on Reports 4 & 5 can referenced, as needed when reconciling your HUD-9902 counts There are only three reports you need to reconcile the HUD-9902 counts: 1. Have the report, on the preview report handy. The one located on the HUD Submission- Submit to HUD screen See the HUD-9902 Counts tab within this report file. 2. HUD-9902 Form (PDF) – case level 3. HUD-9902 Form (PDF) – Class level (non case) 4. HUD-9902 Source Data – case level 5. HUD-9902 Source Data – Class level (non-case)
Report #1 contains the actual counts which are going over to HUD. You will be tying back to these numbers. Report #2-#4 are on the HUD Submission – Start screen NOTE:
If you do not have any students which are not part of a case you do not need to download report #3 the HUD-9902 Form (PDF) – Class level (non case) report. However, it is a good idea to at least view this report to ensure no one is indeed showing up unexpectedly.
For section 8’s
Note the counts on report #2: [HUD-9902 Form (PDF) – Case level] and if applicable, the counts on report #3: [HUD-9902 Form (PDF) – Class level (non case)].
Add the section 8 numbers from one or both of these reports. These numbers should be equal to the number reflected in total counts on report #1: [HUD Submission-Submit to HUD Submission] data report, for section 8 line items.
If it does not reconcile, it may be due to any on (or combination of) three reasons: i. A client does not have the “Attended” indicator marked on the class (Refer to report #4 [HUD-9902
Source Data – case level] for list of the clients associated to applicable class rosters for further review). ii. A student, not part of a case, does not have Attended indicator marked on the class. (Refer to report
#5 [HUD-9902 Source Data – Class level (non case] for list of the students associated to applicable class rosters for further review). iii. A case with the section 8 has HUD Submission alert(s) which is causing it to be excluded from the
counts. Review the aforementioned areas closer. Upon review, you may feel the discrepancy is “valid and you are OK with the information being excluded. (For example, an individual was registered for a class, but did not show up, so he/she should not be marked as “attended” rather rescheduled to a future class.) Your final call on the reporting reconciliation/decision.
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For section 9’s
The section 9 counts from #2: [HUD-9902 Form (PDF) – case level] report should be the same as #1: [HUD Submission – Submit to HUD Submission] data report
If they do not reconcile, it may be because of only one reason. i. Case with the section 9 has HUD Submission alert(s) which is which is causing it to be excluded
from the counts.
Review the aforementioned area. Upon review, you may feel the discrepancy is “valid and you are OK with the information being excluded. (For example, an individual was scheduled for an appointment, but did not show up. Therefore, the appointment should not be counted yet, rather later as he/she has to be rescheduled to a future dated appointment.) Your final call on the reporting reconciliation/decision.
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Understanding the HCO HUD Submission Alerts screen The function of the HUD Submission Alerts screen is to display cases which may not meet HUD requirements. The timeframe for which this screen executes is based on the beginning of the HUD fiscal year through the current date. You may change the fiscal year period using the Change Search Criteria button as well as other shared case features. The alerts displayed by this screen are either missing information required by HUD or cases which appear to be inconsistent with other recorded case information. Meaning, this screen displays two types of Alerts: HUD Submission and HUD-9902 Alerts. HUD Submission alerts are those cases which are missing HUD required data. These cases will not be counted in the HUD-9902 Form counts as well as the associated client data not sent to HUD. HUD-9902 alerts are those cases which appear to have inconsistent information. These alerts are only warnings and do not always need to be fixed. They depend on the nature of the case at the time the report is executed.
Valid HUD-9902 Alert which needs fixed In an example, a case may have an appointment in the HUD Funding year but does not have a HUD-9902 Section 9 services recorded. In this example, the Section 9 should get recorded.
Valid HUD-9902 Alert which needs does not need fixed. In another example, you may have an alert saying you have a class scheduled but have no HUD-9902 Section 8 recorded. This alert may not need any fix because the class is a three part class series and you may only want to record the entry once the client has attended all sessions. NOTE:
This screen does not list alerts on students (a.k.a Non-Case services). Having your agency indicated as being HUD Certified, allows issues to be caught during the class registration process instead.
The following table outlines the possible HUD-9902 Alerts and HUD Submission alerts and how to fix them. HUD-9902 Alert Messages Message
What should I do?
No HUD services (Sections 8 & 9) are recorded although a grant has been associated with this case (grant for the current fiscal year).
Ensure the case has all HUD-9902 information entered, to include at least one Education/Group Workshop (Section 8) or one Counseling session service (Section 9). Ensure the grant associated with the case is the correct grant.
No HUD services (Sections 8 & 9) are recorded for the selected fiscal year.
Ensure the case has all HUD-9902 information entered, to include at least one Education/Group Workshop or one Counseling session.
No counseling results are recorded although the Enter the results (a.k.a. “impacts) for the Counseling session specified. client(s) may have received counseling on counseling service name on.
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Message
What should I do?
No Educational/Group Session information (Section 8) is recorded although the client may have attended a class titled class name on class schedule date.
Determine if the class specified needs to be included as a HUD-9902 Educational/Group Session.
No counseling information (Section 9) is recorded although an appointment type may have occurred on appt date.
Determine if the appointment specified needs to be included as a HUD-9902 Counseling session.
If you would like to modify the HUD-9902 case information, click on the Client’s name link. Once you update and save the HUD-9902 Service information, you can click the [×] in the upper right hand corner of the screen to be taken back to the HUD Submission Alerts screen. If the case information has been updated correctly the alert will no longer appear on the report.
HUD Submission Alert Messages Message
What should I do?
Rural Area Status has not been specified.
On the Address screen, add a value to the Rural Area Status field.
English Proficiency has not been specified.
On the Demographics screen, add a value to the English Proficiency Status field.
Multiple Section 9: "name of Section 9 topic"
On the HUD-9902 Services screen, Delete all but the first occurrence of that Section 9 topic and update it with the most current Result for that topic.
Counseling Need must match Purpose of Visit.
On the Appointments screen, edit the appointment which has the associated HUD-9902 Service, so that topic for both the Counseling Need and Purpose of Visit, are the same.
HUD Referral Source has not been specified.
On the Case Summary screen, choose a HUD Referral Source.
Date of Birth has not been specified.
On the Demographics screen, ensure the primary client has a Date of Birth specified.
Gender has not been specified.
On the Demographics screen, ensure the primary client has a Gender specified.
Marital Status has not been specified. On the Demographics screen, ensure the primary client has a Marital Status specified.
Preferred Language has not been specified.
On the Demographics screen, ensure the primary client has a Preferred Language specified.
Home phone number has not been specified.
On the Contact Information screen, ensure the primary client has a Home Phone number specified.
Highest Level of Education has not
On the HUD Details screen, ensure the case has a Highest Level of
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Message been specified. Family size has not been specified.
What should I do? Education specified for the primary client. On the HUD Details screen, ensure the case has a Family Size specified.
Case Appointment Type has not been On the HUD Details screen, ensure the case has a Case Appointment Type specified. specified. HUD Assistance has not been specified.
On the HUD Details screen, ensure the case has a HUD Assistance specified; even if it's a value of Not Applicable.
Intake Loan Type has not been specified.
On the HUD Details screen, ensure the case has an Intake Loan Type specified; even if it's a value of Did Not Disclose. Note: This field is required for all counseling types.
Loan Being Reported has not been specified.
On the HUD Details screen, ensure the case has a Loan Being Reported specified. Note Per HUD, select the value Reporting on First Loan, as a default value, if necessary. This field is required by all counseling types.
An address has not been marked as Current Address.
In the Address screen, ensure a Current address for the primary client has been indicated.
An address has not been marked as Start of Counseling address.
In the Address screen, ensure a Start of Counseling Address for the primary client has been indicated.
Current Address line 1 has not been specified.
In the Address screen, ensure the Current address has Street information specified for the primary client.
Current Address City has not been specified.
In the Address screen, ensure the Current address has the City specified for the primary client.
Current State has not been marked as Current Address.
In the Address screen, ensure the Current address has the State specified for the primary client.
Current Address Zip Code has not been specified.
In the Address screen, ensure the Current address has the Zip Code specified for the primary client.
Start of counseling address line 1 has In the Address screen, ensure the Start of counseling address has Street information specified for the primary client. not been specified. Start of counseling address City has not been specified.
In the Address screen, ensure the Start of counseling address has the City specified for the primary client.
Start of counseling address State has In the Address screen, ensure the Start of counseling address has the State specified for the primary client. not been marked as Current Address. Start of counseling address Zip Code has not been specified.
In the Address screen, ensure the Start of counseling address has the Zip Code specified for the primary client.
After counseling address line 1 has not been specified.
In the Address screen, ensure the After counseling address has Street information specified for the primary client.
After counseling address City has not
In the Address screen, ensure the After counseling address has the City
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Message been specified.
What should I do? specified for the primary client.
In the Address screen, ensure the After counseling address has the State After counseling address State has specified for the primary client. not been marked as Current Address.
After counseling address Zip Code has not been specified.
In the Address screen, ensure the After counseling address has the Zip Code specified for the primary client.
How often can I submit my data to HUD?
You can submit information to HUD as many times as you would like. HUD will overlay their copy of the data with the most recent successful submission of data from HCO.
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What data is sent to HUD? You can see the data submitted to HUD prior to a submission as well as after the submission. During a submission, on the “Submit to HUD” screen, there is a link to the report called Submission Data.
Prior to Submission:
NOTE:
The Submission Data report link, in the “Submit to HUD” section will appear only twice if the final HUD-9902 Section 8 counts include any students on roster(s) that do not have an associated case number (a.k.a. Non-case students). Though if the counts do not include such, then the link will appear just once in the same section. In either scenario, any of the links present will provide all details that can be viewed prior to sending your agency’s final counts to HUD. NOTE:
After a submission, the submitted data can be viewed from the HUD Submission History screen by clicking on the HUD Submission ID of the submission.
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After a Submission:
The submission report is displayed in an excel format. Depending on the type of submission, the data in the report will be different and will be displayed on multiple excel tabs. The following summarizes what data can be reported based on the Submission Type. Please refer to the table of contents to go directly to the section “Understanding The Four Submission Types” section for details on each submission category.
Agency Information
Agency Information Agency Contacts Counselor Information
Counselor Information Counselor Training Sheet Counselor History Sheet HUD-9902 Form
HUD-9902 Counts Class Workshop Information HUD-9902 Client Data
Client Information NOTE:
Client data is only sent for cases which have a HUD-9902 Section 9. Meaning, if a case only has a section 8 on the case, the client will not be in a Submission Data report for a Client submission.
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What happens once I submit my data to HUD? After you have successfully submitted the information from HCO to HUD, it goes into a queue for processing by the HUD system. During this time, HUD performs additional edits on the data. At this time, HUD Level 2 Validation errors can be found; therefore your submission may not be processed by HUD. These errors can be caused by several reasons such as performing submission in the wrong order, submitting inconsistent data, etc… In order to know if your submission has been accepted by HUD, you must use the HUD Submission History screen. Simply click the Check Status link associated to the submission you would like to verify.
NOTE:
Once a submission is submitted from HCO successfully, the (HCO) Status column will read
“Submitted” and it is automatically placed in HUD’s processing queue for Level 2 validation.
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Successful After HUD’s validation process check and if there were no errors found in the submission, you will receive a successful confirmation message and the HUD Status column will read “Successful”.
Errors: Though if your data fails HUD’s validation process check the HUD Status column will read “Unsuccessful” and a new screen will be displayed listing the errors.
NOTE:
The text of any actual error message displayed comes directly from HUD, based on their validation of your specific data. The HCO online help referenced below, includes, the most common HUD errors. However, if exact HUD error message is not included for troubleshooting purposes, you should reach out to your HUD representative for specific guidance. NOTE:
At any time, refer the online help link at the top of the page. A question mark symbol, followed by “information” text for guidance material.
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Understanding HCO’s HUD Submission History screen The purpose of this screen is to display historic HUD Submission information. Upon entry to this screen, all submissions are displayed for the current HUD fiscal year. In order to view a different period, simply change the "From" and "To" submitted date values and click the "Search" button. The screen contains a section called "Submission Status". This section contains the following items: HUD Submission ID, Submission Type, Fiscal Year, Quarter Range, Date/Time Submitted, Submitted By, (HCO) Status and HUD Status.
NOTE:
Submission ID is a link to the data contained in that HUD submission. By clicking on the Submission ID, it will open a file using Microsoft Excel. This file contains tabs which correspond to the data in the submission. You can use this report to see what was sent over to HUD as well as to help you research Level 1 and Level 2 validations errors. NOTE:
When the column name contains an underline, it may be used to sort data in that column.
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There are two HCO statuses: Submitted – HCO has sent the information to HUD. Unsuccessful – HCO was not able to submit the information because of Level 1 validation errors.
The three HUD statuses are: Check Status – HCO has sent the information successfully to HUD and now you must check the status of HUD’s Level 2 Validation. Unsuccessful – Level 2 validation errors were discovered by HUD therefore the data was not accepted. Successful – The data has been accepted by HUD and should be viewable in HCS.
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TROUBLESHOOTING DATA SUBMISSION ERRORS
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Fixing Level 1 validation errors Level 1 validation errors are based on HCO performing edits on your data against HUD’s expectations. Meaning, if a field is required and was not caught by the Case Alerts report, it will be caught at this step in the process. These issues are fairly easy to fix. Some of the more common issues are listed below. Message
What should I do?
There were errors with the submission data. Detailed information is as follows:
A non-case student in one of the submitted classes does not have the required data.
Attendee is missing the following fields: Attendee_Street Attendee_City Attendee_State Attendee_Zip_Code Attendee_Rural_Area Attendee_Limited_English_Proficiency Attendee_Race_ID Attendee_Ethnicity_ID Attendee_Income_Level
1. Go to HUD Submission History. 2. Click the Submission ID of the one which gave you those messages. 3. Go to the Workshops tab. 4. Scroll through the information and see which attendees do not have that info in the messages. Take note of the Attendee ID of that person. 5. Go to the Class Roster and find the Attendee ID in the roster and enter the missing information there. Then resubmit.
Counselor_Training Counselor id [#] is not found. Please ensure that this id matches the appropriate counselor id in the Counselor_Profile section.
• Perform a Submission Type of Counselor Information first and then retry the submission of the HUD-9902 Form or Client Information.
Group_Session is missing the following fields:group_session_counselor_id AND/OR java.lang.reflect.InvocationTargetException
A class is missing a facilitating counselor.
Unable to post Agency data
1. Go to HUD Submission History. 2. Click the Submission ID of the one which gave you those messages. 3. Go to the Workshop tab. 4. Scroll through the information and identify the class with no facilitating counselor. 5. Go to Class Calendar and edit the class to add a facilitating counselor to the class and resubmit. •
Exceeded max limit of any approved HUD Contacts. 1. Go to the Administration menu and select the Agency Contacts option to launch the page. 2. You should have only one of each profiles fully completed for “Office Executive”, “Office Manager:, and “HUD Contact. . Remove all duplicate records that exist within these categories then resubmit.
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Message
What should I do?
Group Session Counselor ID does not correspond to an actual Counselor Profile. Please resubmit with valid Counselor ID.
•
Perform a Submission Type of Counselor Information first and then retry the submission of the HUD-9902 Form or Client Information.
CMS Password does not match CMS ID. Please resubmit with valid CMS ID and password
•
Perform a Submission type of Agency Information first, and then retry the submission of HUD-9902 Form or Client information.
Client Counselor ID does not correspond to an actual Counselor Profile. Please resubmit with valid Counselor ID.
•
Perform a Submission Type of Counselor Information first and then retry the submission of the HUD-9902 Form or Client Information.
NOTE:
At any time, online help link at the top of the page. A question mark symbol, followed by “information” text for guidance material.
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Fixing Level 2 validation errors Level 2 validation errors are found when HUD performs edits on the submitted data. These errors can be caused by several reasons such as performing submissions in the wrong order, submitting inconsistent data, etc... These error messages may not always seem to be in a user friendly format, rather technical in nature. Unfortunately, we cannot produce a listing of these errors because they are performed by HUD and are specific to your data. .
NOTE:
The format of any actual error message displayed comes directly from HUD, based on their validation of your specific data. The HCO online help referenced below, includes, the most common HUD errors. However, if exact HUD error message is not listed for troubleshooting purposes, you should reach out to your HUD representative for specific guidance. NOTE:
At any time, refer the online help link at the top of the page. A question mark symbol, followed by “information” text for guidance material.
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FAQ’s – Troubleshooting Tips Below is a consolidated list of the most common HUD Submission-related questions Fannie Mae has received. In addition to the guidance provided here, please remember that you can access the “Help” link located at the top of each of HCO’s HUD Submission pages. Guidance material is provided by clicking on the “? Information” link on select screens. Q1.
I have downloaded both the HUD-9902 Form (PDF) – case level and HUD-9902 Source – case level reports to reconcile my agency’s information before sending my reports from HCO to HUD. I have noticed that my Education (Class) counts on the HUD-9902 Source – case level report are lower than the same counts on the HUD-9902 Form (PDF) – case level report. What causes this?
Answer: HCO’s HUD-9902 Source – Case Level report is counting classes for clients who have not been marked as having attended the class (although they are part of the roster) whereas the HUD-9902 Form only counts clients in classes who have been marked as having attended. The actual HUD submission sends only classes which have been marked as “Attended.” The issue is only impacting this report and is not impacting data submitted to HUD.
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Q2.
Why am I receiving the error “java.lang.reflect.InvocationTargetException” when I try to submit my agency’s HUD-9902 Form data report?
Answer: The error condition is the result of not having a Class Facilitating Counselor on a class being submitted to HUD. You must refer to your actual HUD Submission data report. See the Class Workshop tab on the report. If you did not download your submission report previously, you can find it on the “HUD Submission History” screen. Locate the class that is missing the Class Facilitator, navigate to HCO’s “Education/Class Schedule” module to modify the class and add the Class Facilitator. Q3.
Why am I getting an “Unexpected server error” when I try to generate a report on HCO’s “HUD Submission” screen?
Answer: If your agency has an exceptionally large volume of cases (1000+ services), the report is likely to fail in this exception scenario. However, your agency should continue with reporting submissions to HUD. This has no impact on the actual data in the HUD Submission. Your reports can be verified in HUD’s Housing Counseling System (HCS).
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Q4.
Why am I receiving the error “Unable to post Agency data” when I try to submit my Agency Information report?
Answer: The error condition is due to exceeding the max limit of any approved HUD contacts. Go to your Agency’s Contact page. You should have only one of each profiles fully completed for “Office Executive”, “Office Manager:, and “HUD Contact. Remove all duplicate records that exist within these categories then re-submit.
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Q5.
Why am I receiving the “CMS Password does not match CMS ID” error when I try to submit my agency’s HUD-9902 Form data report?
Answer: Perform a submission type of Agency Information first, then re-try the submission of HUD-9902 Form data report.
© 2015 Fannie Mae. Trademarks of Fannie Mae.
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