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TMS 2000 Section 8 Help Centre...

Section 8 Merger Issues and Discussion


Last Revised: October 14, 1999
Created: October 13, 1999
Copyright 1999 by Custom Computer Systems, Inc. All rights reserved

Overview

Regarding the ongoing conversion – there are two main issues we must deal with – Administration versus Funding. Before the merger and conversion, every Voucher was funded and Administered as a Voucher. Likewise, every Certificate was funded AND Administered as a Certificate.

Now, as we will see, this is not the case. A given Voucher can be funded from either program. A given Certificate can be funded from either program. Before continuing – lets discuss key terms.

Administration deals with How we do the Rent Calculation. Do we process the calculation as a Certificate or a Voucher?

Funding deals with where the money is coming from. When a Certificate project expires – we typically renew the Funding under Voucher. I.e., If we have Cert. Project 009 which expires – we now renew it as a Voucher. This simply means we are going to account for this project and get our funding under the Voucher program. It does not mean we will administer the related Certificates as Vouchers. For the time being – we continue to administer the related Certificates as Certificates.

Please Note: Until the conversion is complete – Funding and Administration are separate issues. A given Certificate can be funded as a Certificate or a Voucher. A given Voucher can be funded as a Certificate or a Voucher. Before finishing – we will provide examples. For now – make sure you understand the difference between Administration and Funding!

How does TMS 2000 help?

TMS 2000 will accurately track the funding details including how money was spent for your accountant/bookkeeper. TMS 2000 will also let you do quick, easy, correct rent calculations as before – all ready to submit to MTCS!

Lets try an Example

Our sample housing authority has only Section 8 units – all Certificates as follows:

Project 003 has 10 units – expires soon

Project 008 has 15 units – expires in 2 years.

Before we begin the conversion/merger

We have 1 (one) icon on the screen – “TMS 2000 S8 – Certificate”. We have 23 tenants – 9 under project 003 and 14 under project 008. All tenants are loaded under the single Icon. All tenants are Administered as Certificate. All tenants are Funded as Certificate. Life is Great!

Now lets enter the Strange and Demented world of what we will call the “HUD Zone”. Don’t be nervous. Don’t be scared. Together, we will get thru this!

We are going to deal with each issue separately. First we will tackle Funding. Funding change occurs when a Certificate project expires and is renewed as a Voucher. Hang on. Take a sip of coffee or soda. Now let’s move on.

Project 003 expires and is replaced as a Voucher (Funded as a Voucher)

First – let me point out that every Certificate associated with project 003 continues to be Administered as a Certificate. That is – just because funding has change – how we do the rent calculation has not changed.

To be able to accurately record and track this change we do the following:

  1. Go to “Setup/Maintenance” and change the project record from “003” to “V03”. The old project 003 no longer exist.
  2. Next, we go to the Head tenant screen. There – we update every tenant that was “003” to “V03”. Can use Query function to help.
  3. Next, we notify the Accountant of the change. Everywhere she/he sees “V03” used – those monies are being spent from the new Voucher Program.

That is it! No more action is required. Please note – it was not necessary to set up a Voucher Program or add Icons, etc. Also – at this point – All Rent Calculations are done as Certificate. That is – everything continues to be administered as Certificate.

Stay with me – we are half way there. Your doing Great!

Again – lets delve once more into the “HUD Zone”. This time – we well cover Administration and how that changes. Take another sip before we continue.

Administration Changes

Before we cover how – we will cover what. Anyone that was a Certificate at 10/1/1999 will continue to be administered as a Certificate until:

  1. A “Change Event” occurs
  2. Passage of time (you are to do 1 (one) more annual exam after 10/1/1999 as a Certificate. After that – the following annual exam should be done as a “New Voucher”)

A Change Event occurs if after 10/1/1999:

  1. Tenant signs a new lease
  2. Changes unit (i.e., moves to a different unit)
  3. Has a new HAP contract
  4. Has a new owner

Basically – the only Rent Calculations you can do to a Certificate are “Interims” and “Annuals”. Anything else – will likely be a change event!

If any “Change Event” occurs – we will forever cease to Administer that individual as a Certificate. From now on – we will Administer them as a Voucher!

Okay – that is nice – now what do we do?

In short – we will need to have a Voucher Project set up on our computer (if not already done so). Go into the Voucher project and add the project info, head tenant info and individual tenant info.

Wait a minute. Hold on – go over that a little slower!

Okay – we will take it step by step.

  1. If you do not already have a Voucher Icon setup on your computer – most likely you will need to schedule with CCS to help you do this. Your TMS 2000 Section 8 program will handle Voucher – just need to have it setup
  2. In the Certificate Program – go to Add/Change Head Tenant Records – and change the tenant type to “4” for Inactive. DO NOT PROCESS AS A MOVE OUT. Before leaving the head tenant record – make a note of the project the tenant is in. i.e., in our example – could be “008” or “V03”.
  3. In the Voucher Program - Add the project in Setup/Maintenance (if not already present).

    Special Notes and Hints: Per our discussion on Funding above – the person being moved could be coming from a Certificate funded project or a Voucher funded project. Lets give examples of both.

    Certificate Funding: Let’s say John Doe is being moved from the Certificate Funded Project “008” (which has not expired yet). Then – in the Voucher Program – use the project “C08”. The “C” tell's us this is a Certificate. The “08” tells us which project!

    Voucher Funding: Now – Jane Smith is being moved from Voucher Project “V03”. Then in the Voucher Program – use the Project “V03”.

  4. In the Voucher Program – Add your Head and Individual Records.
  5. Process your Rent Calculation. DO NOT PROCESS AS A NEW ADMISSION. Process as an interim, annual, change of unit or whatever else applies. On the last screen of the TMS 2000 rent calculation – answer “NO” to the question is this a pre-merger voucher. With very limited exception, only Vouchers that were Vouchers before 10/1/1999 can be a “Pre-Merger” voucher (Rare OFTO Certificates can also be considered “Pre-Merger”.

What do we do with New Move-Ins After 10/1/1999?

All new move-ins after 10/1/1999 have to be Administered as a Voucher. As such – we will add them to the Voucher Program. The only trick is – from what project are they being funded. That is – are we filling a Certificate slot or a Voucher slot.

If we are filling/leasing a Certificate funded slot – in our example - that would be project “C08” – we would use “C08” as the project number on the head tenant screen.

If we are filling/leasing a Voucher funded slot – in our example – that would be project “V03” – we would use “V03” as the project number on the head tenant screen.


That’s it! Hope this helps you. Thank you for your indulgence.

© Copyright 1999 by CCS Inc.